1. Records and Information Management Workshop
The foundation for success
Records Management Fundamentals: the foundation for a successful business This session will explore Records Management as a foundation for a strong business while describing the elements to a successful program.  File systems, retention schedules and other commonly held elements of a Records Program are detailed.  Learn how to apply simple practices that will help you and your organization get organized and meet your information goals.

2. Records and Information Management
What is a record?
Any information contained in any physical medium that is used in the course of business activity and provides evidence of that activity.
What is Records and Information Management?
The systematic control of records throughout their lifecycle including creation, active use, inactive use and disposition.
Electronic, Audio, video, microform, paper

3. Objectives Availability of Information (Access)
Meet Legal Requirements
Quick Retrieval
Protection and Preservation
Cost Effectiveness
Control
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4. Control
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5. Semi-Active/Inactive Use
Records Management
Inventory of records
Awareness campaign
RIM Elements
Lifecycle
Active Use
Semi-Active/Inactive Use
Final Disposition
Research
Creation
policies
procedures
standards
retention and disposition
space and equipment
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6. Publications, Reports Studies
The Challenge
Archives
Finance Systems
Network Drives
RIM Solution
Personal Hard Drives
Microfilm
On the left, we have example of systems, all of which are independent methods of managing information
Employees are making solutions for themselves in isolation.
They reluctantly look for a product themselves.
We do not have a comprehensive method to managing our information
Information is stored and managed in isolation
Redundant information Specific information is difficult to find
This demonstrates and organizational readiness.
Publications, Reports Studies
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7. RECORDS AND INFORMATION MANAGEMENT UMBRELLA
Inventory
Retention Schedule
File Classification Scheme
Inactive File Management
Forms Management
Microfilming
Imaging
Disposition
Space Planning
Purchasing
Reports and Correspondence Management
Offsite Storage
Vital Records
Business Resumption Planning
Forms Management
Archiving
Policy and Procedures
Privacy
Security
Mail Management
Training
Information Sessions
Records Management Software
Research
Metadata and Indexing
Legislation
Consultation and Advice
Electronic Document Management
GIS
Databases
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8. Choosing a Filing System
Alphabetic
name
subject
geographic location
Numeric
straight
duplex
block
Classification Scheme
Alphanumeric
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9. I think we need a little more detail here
Records Classification and Coding
I think we need a little more detail here
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10. Classification Scheme Components
a logical and systematic arrangement of records into subject groups, categories or classes based on their natural relationships. The classifications use letters or numbers for identification.
Components
File Code
File Title
Description/Scope Notes
OPR
Retention Period
Assigning a file number is simply looking up the system and choosing the number. The file code represents a category – numbers were chosen arbitrarily but form a pattern of functionality.
File Codes are organized by function not necessarily by department
If a code cannot be found, contact the Records Management Liaison
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11. Retention and Disposition
Saves Money
Space
Equipment Costs
Legal requirements

12. Retention Schedules Identifying potential changes to Retention Periods
the period of time (stated in the retention schedule) that records must be kept before they may be destroyed or transferred to a permanent means of preservation. The retention period is divided into an active phase, semi-active phase, and final disposition.
Codes - CY+1y nil DES
A - Active
SA – Semi-Active
FD – Final Disposition
CY - Current Year
FY - Fiscal Year
y – year
SO – Superceded or obsolete
DES – Destroy
SR – Subject to Review
P – Permanent
Identifying potential changes to Retention Periods
Changes to Retention Periods may happen if legislation that dictates how long a record is kept changes.
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13. Archives
Of all of our national assets, archives are the most precious. They are the gift of one generation to another and the extent of our care of them marks the extent of our civilization.”
Arthur G. Doughty
Dominion Archivist

14. Electronic Information
Shared and Personal Directories
Software
Records Management
Document Management
E content Management
Website, Portal, Intranet
Imaging
Multifunction Machines
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15. E-content the 13 C’s Coordination Cooperation Centralized Control
Comprehensive
Communications
Committed
Cost Effective
Corporate
Complete
Client oriented
Care
Change
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16. Information objects move through a lifecycle similar to records
At each stage there are fundamental processes and drivers that help the e-content solution.
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17. Disaster Recovery Vital Records Important Records Transfer of Records
Training
Hot Site, Cold Site
Recovery
Vital Records
Select the records
Protect them
Review the Vital Records regularly
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18. Current Issues in RIM Privacy Marketing Ethics
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19. Change Management Project Team and Employees Records Coordinators
Managing Impact
Communications Plan
Phased Approach
Celebrating Milestones
Training
Coaching
Support
Project Team and Employees – working closely together
Project Team will be assisted by vendor in the first 2-3 implementations or until the Project Team is comfortable in performing the implementation on their own
Managing Impact – awareness of the impact , planning for the impact, customized managing of the impact
Impact will depend on business unit, preplanning – business needs, process review, establishment of business rules
Preparation – organization of information in advance – move information in other tool to new solution, employee is trained concurrently with installation of software, coach is onsite for 2-3 days (monitoring employees and being available for functional assistance as well as being the first point of contact for technical problems
Communications plan – Team of representatives – 2 way communications – input and feedback – planning and how things are going
Includes Newsletters, status reports
Phased implementation – planned, aiding change
Establishing milestones with agreed upon completion criteria and success contributors
Training – ensuring training is timely, effective and that coaching after training is effective and as long as needed
Support – support structure
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20. Questions? Roslyn Chambers, CRM, CDIA Aspects InfoTech Solutions