LI 849: Records and Information Management Prof. David Steward SLIM, Emporia State University Doug Frazier, Jonathan Falk, Mindy Brunkhardt November 18, 2013

Foundation 2006 Julian Assange Newest controversy Kansas City office Director Jane Johnston Supervisor Jim Philby Accused of sexual harassment by staff

Unrelated to the accusations Discovered during litigation Using USB drives Lady Gaga music, lyrics, images Classified, privileged information

No security policy No monitoring software Office shredders and recycle bins Computer passwords No biometrics

Chat Text messages Tweets During team meetings Individual meetings General office area Hallways and elevators * Physical meaning face-to-face, not physical sexual harassment Physical* Electronic

Personnel records Human resources (HR) Departmental records Staff evaluations Supervisor evaluations Disciplinary records Bring Your Own Device Smart phones Tablets Lab top computers

Create audit form Organizational & employees’ personal s, chats, text messages, tweets, etc. From Johnston and Philby to plaintiffs and staff Filtered by keywords or audit form Work with IT department Develop data map of servers Locate electronic records

Organization’s meetings’ Minutes Formal & informal notes Recordings Staffers’ meeting notes Physical Electronic Disposition/interviews with plaintiffs’ colleagues

Immediate electronic policy change Incorporate monitoring procedures Electronic downloads, uploads and transfers Retrieval of electronic communications and records using audit form Personal Organizational

Immediate paper policy change Replace Paper recycle bins with secure shredding bins near photocopy and printing stations Office shredders with secure consoles Provide audit form for electronic and physical record retrieval

Personnel IT department General staff Hardware Software E-communications organization Total litigation costs $ 35,000 $ 30,000 $ 15,000 $ 60,000 $ 140,000

Wikileaks RM Department commits to ensuring its Records Management Program can provide timely and efficient service to support decision making and meet business needs, legal, evidential and accountability requirements and fulfill community expectations

Wikileaks RM Department will achieve this vision by ensuring compliance with legislative requirements for records management and recordkeeping, and by developing staff knowledge and experience to meet their responsibilities

Establish RM department Chief executive level officer Director, supervisors, staff, additional support RM policy Write & approved by the chief executive officers Circulate to staff RM procedures Meet policy Keep full & accurate records Circulate to staff

Staff involvement Educate and train in RIM policy, procedures Skills audit, training needs analysis Organize & budget training Recordkeeping Identify requirements Perform internal audit of business system Apply changes to system to meet requirements

Create efficient, intuitive methods & tools to organize records User-created tags Thesaurus Metadata Develop a retention & disposal authority In-house Vendor

Implement plan Organize new & old records via RIM plan Retain or dispose Reduce storage costs Monitoring regimen Compare RIM practices to objectives Perform self-audits Look for areas of improvement Improve availability

Distinguish Vital records Non-vital records Create disaster plan Write plan Train staff Test and adjust

Chief Information Officer $200,000 RM Director $140,000 RM Staff member Three members $80,000 each

Physical & Hardware $25,000 Servers Security hardware Paper works $50,000 Security software Software Organizational Indexing Cataloging Retrieval Software

Vendors Underground Vaults & Storage Iron Mountain Daniel’s Moving & Storage Media Services Services Storage, retrieval, shredding, delivery, data back-up & recovery, document imaging Annual cost Between $25,000 and $100,000, depending on service

Personnel Material costs Vendor costs Total Annual $ 380,000 $ 75,000 $ 100,000 $ 555,000

Document daily operations Respond to past decisions and activities Comply with laws, regulations, and standards Remain accountable and transparent

Dove, A. (2010). Drafting a Dream Team to Prevent E- Discovery Nightmares. Information Management, 18–23. Franks, P. (2013). Records & information management. Chicago, IL: American Library Association. Generally Accepted Recordkeeping Principles. (n.d.). Retrieved November 18, 2013, from recordkeeping-principles recordkeeping-principles New South Wales, A Division of the Department of Finance and Services. (n.d.). Sample records management short and long term plan — State Records NSW. Retrieved November 16, 2013, from for/small-public-offices/records-management- toolkit/long-and-short-plan for/small-public-offices/records-management- toolkit/long-and-short-plan