1. TOP 10 Records Management Tips Countdown
With David Letterman
With David Letterman
Opps, I mean
With Caroline Walters
University Records Officer

2. No. 10 What is a Record/Public Record anyway? And why should I care?
Virginia Public Records Act defines a record
UVa is a state agency.

3. What is a Record/Public Record?
"Public record" or "record" means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record.” (Code of Virginia § )

4. What is really a record?
Anything you use, create, receive to do your job
Any format – paper, electronic, video, audio, etc.
Can a public record be confidential??
YES

5. No. 9 Do I need to keep all public records “forever”?
How can I destroy public records?
Virginia Public Records Act assigns records management to the Library of Virginia
LVa sets retention of records for state agencies
Requires designation of a Records Officer for the state agency.

6. Destruction of Public Records
No agency shall destroy or discard a public record unless : (i) the record appears on a records retention and disposition schedule and the record's retention period has expired; (ii) a certificate of records destruction . . .has been properly completed and approved by the agency's designated records officer; (iii) there is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act (Code of Virginia § )

7. Records Retention Schedules

8. No. 8 But I just have copies?? Do I have to follow the retentions??
They are mine!!!
You work for a state agency, the records belong to the University!

9. Official Record vs. Reference Copy
Official Recordkeeper is required to follow the retentions and document destruction.
Reference copies owners can retain the records for as long as the retention, but no longer, and do not need to document destruction.
Reference copies are still University Records, although not the official record, and are still subject to FOIA, litigation, and investigations.
Employees are the custodians of the University’s property – records – they do not own them.

10. No. 7 Do you spend loads of time trying to find records??
Electronic or Paper??
Do you have off-site storage and have no clue what is out there?
Do you have file cabinets or server space and don’t know what is in them??
DO AN INVENTORY!

11. Records Inventory For both physical and electronic records
Make it simple
Include all the information you need
Use Excel Spreadsheet so you can order and sort

12. No. 6 Do you have a file cabinet that you never open??
Not sure what paper or electronic records/information you use?
Do you worry that if you destroy something then you will need it?
Use the “post-it note” test!!

13. Post-It Note Test For physical records:
Put a post it on each file cabinet or binder
Each time you open and use information in the cabinet or binder put a dash on the post-it.
After 6 months or longer – review the post-its – no dashes = you don’t use that information
Look in all the drawers/binders that you don’t use – evaluate based upon requirement retention and destroy if retention is met.
Alternate Option – TAPE THE DRAWERS SHUT

14. Reference Log For electronic records or paper records:
Keep a log (electronic, paper)
Everytime you use a resource ( , electronic information/database, paper records) document what you actually used
Enter the earliest year of information you used
Purpose of use
Importance of information
After 6 months review
Destroy records you are not using that have met retention

15. No. 5 Can’t find what you need in the file drawers?
Are the records you use most down the hall?
Shared paper records are filed haphazardly?
Reorganize you paper records!!!

16. Organize your paper files
Use your inventory to review what you have
Don’t have an inventory – see hint No 7.
Destroy everything that you don’t need
Choose an organizational scheme
Subject
Case
Practice scheme virtually

17. Organize your paper files
Share paper records/central file room??
Work with everyone who shares the paper to make rules/decisions on how they will be organized
Standardize language/naming conventions
Organization Tips
Reorganize in sections/areas – don’t try to do it all at once
Document, Document, Document

18. No. 4 Can’t find what you need in shared drive, hard-drive or email?
Multiple copies of the same thing on shared drive?
Everyone uses different names??
Reorganize you electronic records!!!

19. Electronic Information Organization
Paper records are placed in FOLDERS
Electronic information are placed in FOLDERS
s are filed in FOLDERS
MATCH YOUR PAPER AND ELECTRONIC RECORDS FILING SYSTEM

20. Electronic Information Organization
Start with an inventory (No. 7)
Shared servers:
Don’t use personal names
Standardize file names/folder names
Share procedures with everyone with access to shared drive
Audit the shared drive yearly
Annual, destroy records that have met retention

21. BONUS ORGANIZING HINTS
Put years on tabs/file names to help with figuring retention:
Financial FY 10-11
Use Sub-Folders:
Student Correspondence
Course 511 – Spring 2010
Use colored folders (use color electronically if possible)
Review your organizational scheme regularly and adjust as needed

22. No. 3 TIME TO VISIT YOUR STORAGE Have an off site storage?
Paying $100 or more per month?
Have never been there?
Storage in the basement, attic or secret closet?
Do you keep shoving boxes or file cabinets in storage?
TIME TO VISIT YOUR STORAGE

23. Boxed Storage
Useful for storage of records or other items that need to retained, but are not used regularly
DO NOT put boxes of someone’s desk in storage!!
We have found our share of old aspirins, combs, handcream, shoes, sweaters, 1970’s clocks, etc.

24. Storage Hints Have an inventory of everything in storage
Can be a box list
Label/Identify every box – with more than just a name
Contents
Year(s)
Retention or Destruction dates
Contact person
Visit Storage at least once a year to remove boxes you no longer need and to organize other boxes

25. Bad Storage

26. Good Storage

27. No. 2 Have too many emails in your in box? Not sure what to keep?
Not sure how to organize?
Using UVa for all kinds of personal correspondence?
MANAGE AND ORGANIZE YOUR !!!

28. 5 second rule
In the first 5 seconds of opening an decide:
Is this something I need to follow-up on?
Yes, keep in In-Box, use In-Box as list of things to do
Once you have followed-up, move and your response to a folder on the subject/topic
See Hint #4 for folder organizational tips
Is this something I need to keep for records or reference purposes?
File in a folder for reference
Is this BACN/SPAM or no longer useful?
DELETE!!

29. EMAIL Tips UVa email are public records
Manage UVa based upon content and follow the retention schedules
Personal mail on the UVa system – okay – but be careful and delete when no longer needed.
Empty your trash regularly
File/delete from your sent box regularly
Daily – schedule 5-30 min daily file/delete
Yearly – schedule time to review folders, create new folders and delete folders that have met retention

30. No. 1 HELP!!! Records Management to the RESCUE!!
Website:
Call US with Questions?
Caroline – or Lori
Questions
Schedule a SITE VISIT to your office or storage

31. UVa Records Management Office
Up Coming Events:
Personal Records Management
June 8, 2010 – 10 a.m. – Noon, Commonwealth Room
Records Management Conference
June 16, 2010 – Newcomb Hall Ballroom
Registration limited to 100
REGISTRATION OPEN NOW
Records Management Day
July 29, 2010
Onsite Shredding/Destruction of paper and electronic media
Morning (Gilmer Hall); Afternoon (Carruthers Hall)

32. Questions?
Records Management Office University of Virginia, 2400 Old Ivy Rd. Box , Charlottesville, VA Caroline Walters: (434) Lori Kressin: (434)