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.

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

Objectives Availability of Information (Access) Meet Legal Requirements Quick Retrieval Protection and Preservation Cost Effectiveness Control Aspects InfoTech Solutions Inc

Control Aspects InfoTech Solutions Inc

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 Aspects InfoTech Solutions Inc

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 Email Aspects InfoTech Solutions Inc

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 Aspects InfoTech Solutions Inc

Choosing a Filing System Alphabetic name subject geographic location Numeric straight duplex block Classification Scheme Alphanumeric Aspects InfoTech Solutions Inc

I think we need a little more detail here Records Classification and Coding I think we need a little more detail here Aspects InfoTech Solutions Inc

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 Aspects InfoTech Solutions Inc

Retention and Disposition Saves Money Space Equipment Costs Legal requirements

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. Aspects InfoTech Solutions Inc

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 1904-1935

Electronic Information Email Shared and Personal Directories Software Records Management Document Management E content Management Website, Portal, Intranet Imaging Multifunction Machines Aspects InfoTech Solutions Inc

E-content the 13 C’s Coordination Cooperation Centralized Control Comprehensive Communications Committed Cost Effective Corporate Complete Client oriented Care Change Aspects InfoTech Solutions Inc

Information objects move through a lifecycle similar to records At each stage there are fundamental processes and drivers that help the e-content solution. Aspects InfoTech Solutions Inc

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 Aspects InfoTech Solutions Inc

Current Issues in RIM Privacy Marketing Ethics Aspects InfoTech Solutions Inc

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 Aspects InfoTech Solutions Inc

Questions? Roslyn Chambers, CRM, CDIA Aspects InfoTech Solutions www.aspectsinfotech.com Roslync@aspectsinfotech.com 604 785-8334