Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17,

Records are essential to protecting life  Medical records allow doctors to treat patients safely and effectively  Maps and floor plans allow rescue workers to locate victims of disasters  Infrastructure records showing locations of utility lines keep rescue workers safe  Construction records help engineers assess damage to bridges, tunnels, levees

Records are essential to protecting property  Plats, deeds, and mortgage records establish ownership of real property  Insurance records help owners recover losses  Probate records and wills prove inheritance  Bank records verify financial assets  Divorce records include property distribution

Records are essential to protecting rights  School records document educational attainment  Adoption records establish parental rights  Military service and employment records provide access to pensions and other benefits  Guardianship records protect those who cannot speak for themselves

Records are essential to restoring order and resuming operations following a disaster  Businesses need proof of assets, liabilities, contracts, and other legal obligations  Governments need documentation of decisions, regulations, precedents, and lines of succession and authority  Individuals need proof of identity, medical histories, and documentation of assets  Communities need historical records to retain a sense of continuity with the past on which to build a future

 RM is the planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records to achieve adequate and proper documentation of an organization’s policies and transactions, and effective and economical management of operations.  In two words Operational Efficiency

 “…all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an organization in connection with the transaction of business and preserved or appropriate for preservation by that organization or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities because of informational value of the data in them.” U.S.C. 3301

Program vs. Administrative Records Permanent vs. Temporary

 Program records are the records that directly support the mission of the organization. KFC cares about it’s secret recipe of 11 herbs and spices (part of the KFC mission) KSC cares about putting orbiters into space – launch codes (part of the NASA mission) SWFWMD cares about managing water in SW Florida district – maps of wetlands (their reason for existence)

 Administrative records are the records created in performing common facilitative functions that support the mission activities, but do not directly document the performance of mission functions.  Administrative records relate to budget, finance, human resources, equipment and supplies, facilities, contracting, etc.

 Purchase order  Personnel files  Travel authorizations and vouchers  Payroll databases  Network backup tapes  Building utility diagrams

 Permanent really means you are going to keep it forever, and ever, and ever…….  Better be the good stuff that really matters  Temporary means you get to get rid of it, eventually….  Better be sure you are making the right decision, you only get to destroy it once

 Records Series – like items grouped together (you don’t put finance records with personnel records)  Records Retention Schedule or Disposition Schedule – listing of all records series, descriptions and retention requirements  File Plan – subset of your retention schedule but geared to your area of responsibility

 Records  Personal papers  Business information – non-records

Stuff you get to take with you when you leave the organization  Awards you have received  Reference materials you accumulated prior to your current position  Copies of personnel related documents  Private or nonpublic in character

 Convenience copies used only for reference  Stocks of publications, handbooks, manuals, maps, etc.  Library or museum materials used for exhibition purposes (not the same as evidence exhibits)  Copies of directives, forms, or correspondence that does not require action, or not needed to document program activities

These same principles and basics of RM101 need to be applied to records in all formats and medium.  Hard copy (paper/textual)  Electronic versions  Systems that hold records  Records on the Cloud  , and social media tools  Collaborative tools

 Principle of Accountability Principle of Transparency Principle of Integrity Principle of Protection Principle of Compliance Principle of Availability Principle of Retention Principle of Disposition

 We care about records because they affect our lives  Records Management is a defined job  Records have a lifecycle  Records have categories (program vs administrative, and temporary vs permanent)  Records terminology means something  Format doesn’t matter  8 Principles of Records Management

Donna Read, CRM, CDIA+ Senior Records Analyst National Archives and Records Administration