The OECD and electronic records 18June 2001 Head of OECD Archives and Records Management Service Mary-Ann Grosset Organisation for Economic Co-operation and Development

Some key dates and our mission Implementing electronic records management

Some key dates and our mission

Some key dates 1996Selection of iRIMS as records management software Implementation and use within the service 1st user requests for electronic archiving Implementation of the 2 first applications Installation and use in approximately 15 Directorates

Our missions since 1998 The management of the OECD’s current and intermediate records paper, electronic, microfilms, etc.. Space management physical and electronic Publicity and visibility of the service The quality of the service provided

Publicity and visibility of the service Dialogue and presence in the Directorates Training and help on the use of iRIMS Guided tours of the records management service Demonstrations of iRIMS Help in processing the backlog Help in preparing the inventories Installation of the software shortly after a request is made

Some key dates and our mission Implementing electronic records management

Criteria needed to implement electronic records management How it is implemented Some examples of usage within the OECD How to archive, retrieve and use an electronic record

Criteria needed to implement electronic records management

Flexible and powerful records management software Internal archiving rules Management of the paper records under control Professional and human qualifications Recognition of the competency, role and field of responsibility of the service IT support

The qualifications Professional Human

Professional qualifications Very good knowledge of the functioning of the OECD Very good knowledge of the types of records produced by the OECD Very good mastery of iRIMS Ability to find solutions to filing problems adapted to the needs of each service

Human qualifications Dialogue Listen Be available Be flexible Be professional

How it is implemented Criteria needed to implement electronic records management

Implementation strategy The service’s role Preparation and installation of the first 2 applications Implement the software upon request in different services

1. Implementation strategy Installation and use of iRIMS in the Records Management service Implement progessively at staff members’ request : Implementation in 2 key areas having lots of visibility following a request from the IT Department At the level of the service when implementing records management, or In order to respond to a specific need

Users Archives and Records Management service Software supplierIT Department 2. The service’s role

3. Preparation and installation of the first 2 applications Needs analysis Analyse the required developments Detailed study of the needs with the supplier Supplier provides development proposals to records staff Records staff consults users for agreement Developments made by supplier and tests made by records staff User training Production

4. Implement the software upon request in different services Study the needs of the service Define the tasks and the work that is done 1st step

Install the software and provide training Do the inventory and enter the backlog in the software Define access rights to the software based on the service’s needs 2nd step 4. Implement the software upon request in different services

How it is implemented Criteria needed to implement electronic records management Some example of usage within the OECD

Correspondence tracking in the Secretary-General ’s office Management of the follow-up on responses or requested actions Distribution list management Management of the different versions of the same document Link between the incoming and the outgoing mail Corrigendum, Addendum, etc.. The is dragged and dropped from MS Outlook into the software The document is registered in the software then scanned or Archiving of the electronic versions of the documents

Other examples Management, storage and retrieval of paper and electronic records structured archiving of , MS Word files, Excel spreadsheets, etc.. Referencing of Committee and Directorate structures, mandates, evolution over time, etc..View documents produced by each of them Referencing and retrieval of OECD official documents and publications, electronic versions and copy on microfilm or microfiche

How it is implemented Criteria needed to implement electronic records management Some example of usage within the OECD How to archive, retrieve and use an electronic record

How to archive an electronic record 1

Receive Record Enter document metadata into iRIMS Scan paper document using standard scanning software Drag and drop records, s or MS Outlook folders into iRIMS Other record formats Dispose of record The Workflow Electronic record or File paper record Metadata of each record profiled automatically Store record in iRIMS Theme, title, dates, format, keywords, physical location of paper record, retention period, etc.. MS Word, Excel files, Images, MS Outlook s or folders, MS Explorer folders,etc.. Paper, tapes, slides, etc..

Procedure suggested for

iRIMS Public Folder User2 User1 Current records Intermediate records Historical records User1 Storing and Searching for records 2 tools:MS Outlook iRIMS

Official correspondence Personal mail Individual MS Outlook accounts Only file a Unique copy of the s At the beginning of a new year FILTER the previous year’s s and import only those having archival value into iRIMS Only file a Unique copy of each message Daily: Move a selection of the active records into the Directorate’s public folder iRIMS Public Folder Processing of

(2) Drag the to the iRIMS Filing Bin Wizard Archiving an in iRIMS (1) Select the (or MS Outlook folder) to be archived

(3) The iRIMS Filing Bin Wizard is opened with my Favourite Folders displayed (4) Highlight the folder in which the message is to be archived Archiving an in iRIMS (cntd)

The is automatically indexed in iRIMS Archiving an in iRIMS (cntd)

How to retrieve an electronic record 2

View Electronic document Fetch Paper document Request to retrieve a document is made Use metadata to search for record Select object Software in which document produced is opened Retrieving and viewing records Can search on most fields of a record keywords, dates, retention period, full-text,...

Searching for records The fast search (single-criteria) The advanced search (multi-criteria) 2 methods

(2) I select the field I wish to search on (3) I enter the search criteria The fast search (1) I select the level I wish to search on (4) I launch the search

(1) I can select several criteria to refine my search The advanced search: multi-criteria (2) I launch the search

How to use an electronic record 3 View an electronic record Send an electronic from within iRIMS 2 examples

Viewing an electronic record iRIMS opens the electronic version of the document Select the document and click on Open

(1) I select the document and click on the right button of the mouse and choose the option Open Send an electronic record from iRIMS (2) iRIMS automatically prepares the message in Outlook with the document as an attachment (3) I send the message

The outcome Information readily accessible Do not depend on human memory Decrease time spent looking for records Decrease physical and server space needed for storage Prepare future archives