Using What You Have Electronic Records Management - PowerPoint PPT Presentation

Loading...

PPT – Using What You Have Electronic Records Management PowerPoint presentation | free to download - id: 49de17-OTAxZ



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

Using What You Have Electronic Records Management

Description:

Using What You Have Electronic Records Management Presented by: Leslie Koziara, ERMP January 26, 2009 FILE MANUALLY IN FOLDERS ON SHARED HARD DRIVES/SERVERS PRO ... – PowerPoint PPT presentation

Number of Views:93
Avg rating:3.0/5.0
Slides: 51
Provided by: LeslieK8
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Using What You Have Electronic Records Management


1
Using What You HaveElectronic Records Management
Presented by Leslie Koziara, ERMP January 26,
2009
2
Too much information!
  • In 2008, average worker sent and received 160
    emails per day, with a projected growth of 30
    per year
  • The average organization makes
  • 19 copies of each document
  • How many emails are in your Inbox?
  • How many in your Sent Items?

3
  • On the average, each employee spends 3.5 hours
    per week every year searching for information
    they cant find. At an average information-worker
    salary, that comes to 5,251 per person per
    year.
  • How many people are in your agency?
  • IDC Hidden Costs of Information Work white
    paper

4
Regardless of format and the list keeps getting
longer!ELECTRONIC RECORD (Chapter 19.34 RCW)
A record generated, communicated, received or
stored by electronic means.
  • E-mail attachments
  • Websites
  • Databases
  • Text Messaging
  • Instant Messaging
  • Voice mail (can now be converted to email)
  • Digital photos
  • Scanned documents
  • Outlook calendars
  • Handheld devices (PDAs)
  • Spreadsheets
  • Word documents
  • Blogs, Wikis, Twitter

5
Youve got all these electronic records
  • Now what?

6
There is no magic bullet
  • There is currently no magic
  • one-size-fits-all solution
  • By implementing records management policies and
    best practices, you can manage information
    without investing in additional technology

7
Use resources you already have
  • Retention Schedules
  • Existing Staff
  • Desktops
  • Servers
  • You do not need to purchase additional
    technology tools to begin ERM!

8
Save
  • Inventory - Know your records!
  • Create a Data Map (custodians, systems)
  • Get rid of the ROT in your servers and on the
    shelves
  • Redundant
  • Outdated
  • Trivial

9
Electronic file cabinets
  • Think electronic file cabinets
  • Just like traditional metal cabinets
  • used for paper, only digitized

10
Setting up the files
  • Can be individual drawers working files set
    up in email application
  • Can be work group or section file cabinets
    files sent to shared drive or server used by
    group
  • Can be central files or records center
    files sent to central storage or central
    repository

11
Attendance and Leave GS03030
12
Attendance Leave RecordsGS03030
  • Attendance Leave Records
  • GS03030
  • Date

13
File structure exampleGS03030

2009
Attendance Leave Records GS03030
2009
2009
2009
John GS03030
Jane GS03030
Joey GS03030
14
Next level
2009
2009
2009
John Comp Time GS03030
Jane Comp Time GS03030
Joey Comp Time GS03030
2009
2009
2009
John Annual Leave GS03030
Joey Annual Leave GS03030
Jane Annual Leave GS03030
2009
2009
2009
John Sick Leave GS03030
Jane Sick Leave GS03030
Joey Sick Leave S03030
15
Another example
16
Local Govt CORE
17
Example
18
Vendor Payments GS01004
When cut off is Date of Document, it is
easier to group by year using the last date of
the documents in the file as your cut-off. For
instance, the last date in this file for a
document is 6/18/2009. Use that date as the
cut-off.
19
File structure exampleGS01004

2009
Vendor Payment Files GS01004
2009
2009
2009
Voucher Distribution Register GS01004
Encumbrance Request GS01004
Certification Report GS01004
20
You can also
2009
2009
2009
Field Order Files GS01004
Purchase Orders GS01004
Purchase Requisition GS01004
2009
2009
2009
Copy Center Requests GS01004
Invoice Voucher GS01004
Printing Requisition GS01004
2009
2009
2009
Encumbrance Liquidation GS01004
Travel Expense Payments GS01004
Inter-Agency Billing GS01004
21
Another example
22
Setting it up
  • Keep it as simple as possible
  • Classify information in groups
  • Use existing retention schedules
  • Revise and create new as needed
  • Implement universal knowledge
  • Consider both current and future users
  • Ease of use, keep it simple!

23
Dont agonize, organize!
  • E-mail applications
  • Shared drive or servers

24
Daily maintenance
  • EVERYONE has a responsibility for the electronic
    records they use and create
  • Daily filing or sorting should be done
  • Organize from the start, much easier than going
    back
  • New behaviors take time, and be sure to keep the
    process simple, and train extensively, provide
    help for users (desk guides, cheat sheets)

25
When using email Just a note
  • Educate users when drafting emails to provide
    context by using subject line when drafting
    messages
  • Easier to determine content and subject without
    opening, easier to manage and search

26
FILE MANUALLY WITHIN E-MAIL APPLICATION
  • PRO
  • Saves metadata and remains searchable
  • Can set up consistent file structure
  • CON
  • Access and use only by individual user no
    central storage or access
  • Keeping in email system can slow system down
    mailbox limits
  • Random filing practices, 10 people 10 different
    ways of filing, 10 different file names, 10
    different places to look

27
How it works
  • Individual users move emails into pre-determined
    folders
  • Users are responsible for decisions on retention
    and disposition
  • Good to set up as working files, or transitory
    administrative type information
  • Recommend record copies be retained on drives
    servers or ERM system

28
  • Good method to get started, encourages use of
    retention schedule driven filing
  • Record copies of emails best saved to network
    server or shared drive
  • Provides consistency

29
Can look like this
Set up folder, drag and drop - In this case,
email has to do with DOP classes and proposed
scheduling, which goes under Conferences and
Seminars which is State General Schedule record
series Conferences and Seminars DAN GS 22005
30
GS22005
31
Next level
Additional folders can be set up to further
define the content under Conferences and
Seminars specific folders are set up for
different events easy to locate and search,
still all under DAN GS 22005
32
Adapt as needed
Drill down as far as necessary, but keep it
simple and easy to use
33
Using email application folders
  • Remember, you can
  • Can match up to folders you set up on network
    server or shared drive
  • Match up to retention schedules as well
  • Again, recommended use is for short-term or
    temporary retention, use alternative methods for
    longer term retention and disposition

34
FILE MANUALLY IN FOLDERS ONSHARED HARD
DRIVES/SERVERS
  • PRO
  • Provides consistent method for organizing and
    retaining electronic records
  • Centralized storage, accessible to multiple users
    simultaneously
  • Retention and disposition functions better served
    using drives and servers
  • Can appoint administrators to system

35
How it works
  • Designated shared drive is used for storage or
    respository
  • Users save records into specified folders
  • Users can retrieve and move at will
  • Uses standardized naming conventions (controlled
    vocabulary)
  • Generally no active retention or disposition
    applied, will need to have applied (IT can help
    set controls, security)

36
In addition
  • Centralization makes good sense
  • More effective in event of staff turnover, other
    life happens scenarios
  • Increased search capability for discovery and
    disclosure
  • Can apply retention and disposition to stored
    records, can appoint system administrator to
    manage

37
Can look like this
Conferences Seminars GS22005
Create file folders in a server or shared drive
electronic file cabinet as appropriate on a
dedicated shared drive or network Marry up with
appropriate retention schedules and mirror
pre-set e-mail folders
38
Click
Create appropriate file drawers and create the
folders as necessary in which to file your
information all of these are still GS 22005
39
Saved As e-mail
E-mail regarding meeting room contract
Use the .msg extension, it can saves record
copy e-mails electronically and preserve the
metadata as well Using classifications and
naming conventions make it easier to search and
locate the information
40
Another example
As another example, on our shared drive there are
folders for the Electronic Imaging Systems
Approval This is a unique schedule records series
Requests for Electronic Imaging Systems
Approval DAN 05-11-61010 25 year retention,
cut-off is upon request approval
41
Another click
Folders are created under DAN 05-11-61010 and
used by staff for filing documents related to the
approval process, and all are managed as a group
according to the retention schedule Multiple
users can use, distribute, file, locate, and
search as necessary, and controls can be created
regarding users access, security and for
retention purposes
42
Structure as necessary
Under the EIS Approval folder, is a Under
Review folder set up for each applicant for
their EIS application, and multiple users can
easily locate information as necessary
43
Adapt your paper files
  • There is a good chance you already have an
    existing paper file structure
  • Adapt to use for your electronic file cabinets
  • Most users will use a limited number of folders
    specific to their job function and
    responsibilities
  • Create cheat sheets or desk guides to get
    users familiar with their new filing system

44
What about websites?
  • Content and function determines retention
  • Does website contain information that stays the
    same and doesnt change or simply a repository
    for information kept elsewhere?
  • Does website change often, offer information
    unavailable in other formats, perform
    transactions? (Evidence of business)
  • The more dynamic and unique the website, the more
    important to retain functionality in what is
    captured and needs to be retained

45
Websites continued
  • Have boundaries with websites
  • Keep only what you need to complete the record
  • Address INTRANET sites as well
  • Be sure to include links as necessary
  • Internal
  • External

46
What about databases?
  • Apply same principles as websites
  • Content and function
  • Is it a repository of information held elsewhere?
  • Does it contain evidence of business transactions
    not found in another format?
  • Is the database dynamic with continuous changes,
    updates?

47
Blogs, Wikis, Twitter
  • For social networks, or any other technology the
    same thing applies
  • Are there public records being created using
    these formats?
  • Are the records being captured?
  • Are the records being retained, managed and
    disposed of according to retention schedules?

48
Explore your options
  • There are several options depending on your
    agency needs and resources
  • Use your retention schedules !!
  • Do your homework and plan strategies
  • Plan for the future
  • Migration
  • Recopying
  • Remember, technology happens!

49
Contact us
  • recordsmanagement_at_secstate.wa.gov

Subscribe to listserv
http//www.secstate.wa.gov/archives/RecordsManagem
ent
50
Thank you!
Washington State Archives Partners in
preservation and access. www.secstate.wa.gov/archi
ves
About PowerShow.com