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Seminar Leaders: Kaushika Patel, Director of Technology, Rockland BOCES Caroline MacDonald, Records Management, Rockland BOCES Ginny Butler, Education.

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Presentation on theme: "Seminar Leaders: Kaushika Patel, Director of Technology, Rockland BOCES Caroline MacDonald, Records Management, Rockland BOCES Ginny Butler, Education."— Presentation transcript:

1 Seminar Leaders: Kaushika Patel, Director of Technology, Rockland BOCES Caroline MacDonald, Records Management, Rockland BOCES Ginny Butler, Education Specialist, General Code Managing the Paper Mountain NYSSBA October 2006

2 Agenda Introductions Introductions Guidelines for Effective Records Management Guidelines for Effective Records Management Questions and Answers Questions and Answers

3 Records “A ny book, paper, map, photograph, or other information-recording device, regardless of physical form or characteristic, that is made, produced, executed, or received by any local government or officer thereof pursuant to law or in connection with the transaction of public business. Record as used herein shall not be deemed to include library materials, extra copies of documents created only for convenience of reference, and stocks of publications.” (Arts and Cultural Affairs Law, § 57.17, Subdivision 4)

4 Records Come in Different Forms Paper Paper Microfilm/Microfiche Microfilm/Microfiche Electronic Documents Electronic Documents E-Mail E-Mail Web Pages Web Pages

5 Examples of Records in Education Student Files Student Files Attendance Records Attendance Records Student Medical Records Student Medical Records Report Cards Report Cards IEP’s IEP’s Policies and Procedures Policies and Procedures Purchase Orders Purchase Orders Official E-Mail Official E-Mail Environmental and Safety Assessments Environmental and Safety Assessments Grant Proposals Grant Proposals Personnel Files Personnel Files School Board Minutes School Board Minutes Budgets Budgets Student Portfolios Student Portfolios Evacuation Plan Evacuation Plan

6 Classes of Records Vital Essential to continued operation Irreplaceable Important Important to continued operation Replaceable (sometimes at considerable expense) Useful Loss would temporarily inconvenience organization Replaceable Nonessential No real value Ought to be destroyed

7 InactiveRecordsInventoryStore Archive Destroy ArchivalRecords StoreInventoryReview Migrate Backup ActiveRecordsCreateStore Retrieve The Lifecycle Concept

8 Records Lifecycle ActiveCurrent Frequently accessed Inactive Older; must be retained Rarely accessed Archival Of important historical significance Occasionally accessed, usually for research

9 Record Series “ A group of related records (such as minutes of a board, payrolls, and purchase orders) that are normally used and filed as a unit and that normally have the same retention requirements.” (NY SARA Glossary of Terms)

10 Records Retention and Disposition Schedule “ A list or other instrument describing records and their retention periods which is issued by the commissioner of education.” (Arts and Cultural Affairs Law, § 57.17, Subdivision 6) http://www.archives.nysed.gov/a/nysaservices/ns_mgr_pub_ed1.shtml

11 Records Management Program A records management program includes, but is not limited to: the legal disposition of obsolete records the legal disposition of obsolete records the identification and administration of and access to records of enduring value the identification and administration of and access to records of enduring value filing and indexing systems filing and indexing systems the use of computer or other technology information the use of computer or other technology information the storage and management of inactive records no longer needed for the conduct of day-to-day business in the office the storage and management of inactive records no longer needed for the conduct of day-to-day business in the office the microfilming of records the microfilming of records the oversight of the creation and use of forms, correspondence and other records the oversight of the creation and use of forms, correspondence and other records and the provision for protecting vital records and the provision for protecting vital records (8 NYCRR, §185.1(b))

12 Records Management Provides control over records from creation to destruction Ensures that records are retained and usable through their mandatory retention periods. Ensures that records are destroyed at the end of their retention periods.

13 Who Is Responsible for Records Management? The Records Management Officer EVERYONE

14 Records Storage Space Records Storage Space Accessibility Accessibility Sharing of Information Sharing of Information Demands for Instant Information Demands for Instant Information Business

15 FERPA FERPA HIPAA HIPAA IDEA IDEA NCLB NCLB FOIL FOIL Legal

16 Major Components of a Records Management System Records Records Plan Plan Training Training Responsibility Responsibility

17 Determine which things Determine which things are “records” are “records” Group by Records Series Group by Records Series Records

18 Filing Structure Filing Structure Naming and Indexing Naming and Indexing Access Access Security Security Retention and Retention and Disposition Disposition A Plan

19 Best Practices Create and save ONLY records you need Create and save ONLY records you need Retain necessary records; dispose of obsolete records Retain necessary records; dispose of obsolete records Store records safely and securely Store records safely and securely Be able to retrieve records quickly and easily Be able to retrieve records quickly and easily Keep the process for sharing information simple Keep the process for sharing information simple Have documented procedures and good training for everyone Have documented procedures and good training for everyone Use technology appropriately Use technology appropriately Have a Disaster Recovery Plan – and USE it Have a Disaster Recovery Plan – and USE it

20 Total Record Solutions PaperFilm Electronic Records

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22 How Can BOCES Records Management Help? Needs Assessment Needs Assessment Planning Planning In-service Training In-service Training Electronic System Implementation Electronic System Implementation Ongoing management assistance Ongoing management assistance

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24 QUESTIONS AND ANSWERS Thank you Kaushika Patel Caroline MacDonald (845) 627-4735(845) 627-4854 Ginny Butler (800) 836-8834


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