Records and Information Management Awareness Training

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Records and Information Management Awareness
Training

• ARMA International
• Orange County Chapter

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What is ARMA?

• ARMA International (Association of Records
  Managers and Administrators) is a professional
  organization committed to promoting efficient
  management and control of information (business
  and personal)
• The Orange County Chapter provides education,
  networking, and educational professional
  resources to Southern California records and
  information mangers and administrators

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Records and Information Management Awareness

• Getting Organized
• Review - Know whats in your records
• Retention
• Destruction

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Quiz Time Lets start thinking about records!

• Do you know where your tax returns are?
• Do you routinely toss junk mail in the trash?
• Is your vital medical and financial information
  handy?
• Have your reviewed important documents such as
  life insurance and warranties?

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Paperless Environment?

• Getting Organized
• Create an uncluttered work space.
• Inventory Your Records
• 3. Properly Destroy unnecessary documents

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When to let go Is there a good reason to keep
this?

• How easy would it be to replace this information
  if I needed it later?
• What is the worst thing that could happen if I
  got rid of it?

• Is this information relevant to my life, personal
  interests or job?
• Has this information became outdated?
• Can I find a more current document?

Content provided by OnlineOrganzing.com (2007)
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Tips on Getting Organized

• Office Space
• Space Issues
• Desk
• Supplies
• Lighting
• Phone/computer access
• Calendar access

• Records
• Inventory
• Filing System
• Review Documents
• Apply Retention Guidelines
• Destroy (Properly)
• Sort incoming documents daily

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Taking Inventory Make a list

• Banking Records
• Business Paperwork
• Land Records
• Vehicle Records
• Home Inventory
• Family Records
• Investment Paperwork

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Taking Inventory Make a list

• Insurance Documents
• Legal Documents
• Contacts
• Bills, Subscriptions,

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REVIEWING Knowing what is in your records.
When was the last time you have reviewed your
insurance policies (homeowners, life, medical,
vehicle.) Warranty information (Car,
electronics, household appliances.) Credit
History Bank Statements, Utility bills, credit
card statements, Investment documents.
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Products that might help

• This comprehensive 120-page personal organizer
  guides you through the process of capturing your
  critical information so it's ready when you need
  it. Information is broken into 8 tabbed
  categories that encompass the critical areas of
  your life. Simply fill in the forms with personal
  data and document locations, and know that you
  are prepared for any situation that might arise.

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Products that might help
Have you been procrastinating on organizing your
vital records because it's too much work? This
simple numerical file indexing software allows
you to locate any item in your current files
without having to re-name them.The software
program helps you organize the 25 most important
documents you need in natural disaster or
emergency -- based on a list compiled by the NY
Fire Department.
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Filing Systems

• Most products can found at any office supply
  store
• Create your filing system in a sensible order
  that helps you find information quickly
• Main Category Income
• Sub Category - Paystubs, Social Security,
  Investments

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Retention Guidelines (Personal)

• Short Term Three Years
• Credit Card Statements
• Medical Bills
• Utility Records
• Expired Insurance Policies

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Retention Guidelines (Personal)

• Personal Six Years
• Supporting Tax Return Documents
• Accident Reports and claims
• Medical Bills (that may be tax related)
• Sold property records, contracts, receipts
• Sales receipts, utility records, other bills (if
  tax related)
• Credit Card Statements
• Medical Bills
• Utility Records
• Expired Insurance Policies

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Retention Guidelines (Personal)

• Permanent Records
• Income Tax Returns
• Income Tax Payments
• Investment Trade confirmations and statements
• Legal documents
• Retirement and Pension Records
• CPA Audit/Reports (if applicable)

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Retention Guidelines (Personal)

• Special Circumstances
• Car Records (until the car is sold)
• Credit Card Receipts (until verified on
  statement)
• Insurance Policies (for the life of the policy)
• Mortgages, deeds, leases (6 years past life of
  agreement)
• Pay stubs (until reconciled with W-2)
• Property records (until property is sold)

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Destruction of Personal Records

• Dont just toss into the trash
• Safely dispose of important papers Identity
  Theft is REAL
• Junk mail can cause trouble
• Shred your documents

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Junk Mail Assistance

• DMA Mail preference, PO Box 9008, Farmingdale, NY
  11735-9008
• Stop Junk Mail Association
• (800-827-5549)
• Private Citizen (800-Cut-Junk)
• Haines Co./Criss-Cross Directory
• 8050 Freedom Pkwy NW/N, Canton, OH, 44720
• Consumer Research Institute/Stop the Junk Mail
  Kit, PO Box 612, Ithaca NY 14851

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Lets Review!!!
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Conclusion

• OC ARMA and the City of Fountain Valley
  appreciates your time today.
• We hope this has been a good use of your time!

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Questions?

• Thank You!
• The City of Fountain Valley
• City Clerks Office
• Police Department
• OC ARMA