State of Michigan Space Optimization Project Recordkeeping Options and Solutions Records Management Services

Space Optimization Project  Moving offices to SOM-owned buildings to reduce volume of leased space  Re-sizing offices to maximize space utilization  Reduce volume of paper stored in office space

Records Management Services  Records Analyst Services  Records Center Operations  Imaging and Document Management Services

Step 1: Records Situation Analysis + 30% of records need to be retained but are not retrieved regularly, and should be moved off-site to low-cost storage

Step 1: Records Situation Analysis

 Agency-specific Schedules  Cover records specific to your agency  Get a copy from your Records Management Officer  General Schedules  Cover records found in most offices  Published on RMS website

Step 1: Records Situation Analysis  Match records to Retention and Disposal Schedules  Identify records not covered by a schedule

Step 1: Records Situation Analysis  Confidential destruction bins are available through the state’s confidential destruction contractor  To order bins, call: Rapid Shred at

Step 1: Records Situation Analysis  Records are submitted to the Records Center and the Archives of Michigan via the Versatile system  If you do not know who your agency’s Versatile user is, contact your Records Management Officer

Step 2: Evaluate What is Left  Contact your Records Management Officer to request a revision to a Retention and Disposal Schedule

Step 3: Evaluate Storage Options for Remaining Records Office Filing System (paper) Active Electronic System (read/write) Microfilm System Inactive Electronic System (read only) If you answered “Yes”: = preferred = acceptable = not recommended Are records retrieved frequently shortly after creation? Are records retrieved frequently over their entire retention period? Are records used by multiple people or used at multiple sites? Are copies often sent to people outside the office (including FOIA)? Does retrieval need to be immediate? Are records created or received electronically? Do the records have a retention period greater than 50 years? Are records modified after creation/filing?

IRMA  Image Repository for Michigan Agencies  Storage and retrieval for static (read-only) digital images  Accessed via SOM intranet with secure log-in  Administered by DTMB-RMS and maintained by DTMB-IT  Benefits  SOM Enterprise Solution: no procurement process  Fast and simple implementation  Affordable

HP TRIM  Total Records and Information Management  Features:  Image Management  Document Management (read/write)  Workflow  Records Management  SOM enterprise solution: no procurement process  Centrally manages all state records, from the point of creation to final disposition, regardless of format  Functions out of the box, no custom code or programming  Integrates directly with Outlook, GroupWise, Word, Excel and PowerPoint

Comparing IRMA and TRIM IRMATRIM Digital image management XX Complies with SOM IT security XX Complies with Retention and Disposal Schedules XX Read only access XX Read-write access (modify documents) X Revision/version control X Desktop software integration (MS Word, Excel, PowerPoint) X Data classification X management (Outlook, GroupWise) X Electronic file management (shared drives) X Check-out/Check-in X Workflow tools X

Demonstrations IRMATRIM

Contact Information Records Management Services 3400 N. Grand River Ave. Lansing, Michigan (517)