1. “What should I be doing?”
Washington State Archives
Management
“What should I be doing?”
Presented by:
Leslie Koziara, Electronic Records Consultant
February 26, 2010

2. Washington State Archives - July 2009
Overview
Have a game plan
Identify what you need to keep
How to organize s
How to disposition s

3. Records Management is a team sport!
As public employees, everyone needs to have a level of responsibility for the public records they create and use
Records Management is a team sport!

4. Have a game plan Build your team
Coaches (records officer and managers)
Players (assign roles and responsibilities)
Quarterbacks = records coordinators
Defense/offensive players = end users
Special teams = IT and legal

5. Like a pro Game Strategy
Policies, procedures and standards to get the game underway
Develop your plays
Identify, organize and disposition s

6. Successful organization and control is a
End game
Successful organization and control is a
win–win situation
Agency benefits in lower costs and more efficient operations
Employees benefit with better access and increased productivity
Public benefits with transparency and prompt responses to any requests

7. Is this your desktop?
Black hole

8. Email Retention in a Nutshell...
Washington State Archives - July 2009
Retention in a Nutshell...
Retain all public records for the minimum retention period as listed on the approved Records Retention Schedule
Once retention is met :
Destroy if not an archival or permanent series
If permanent, take appropriate action to retain
Transfer to Washington State Archives all archival records

9. Why not just keep it all?
There are increased costs when you keep it all:
Discovery and legal fees
Administration/staff for maintenance
Migration or recopying
Disaster recovery/restoration
Energy costs
Think needle in a haystack:
Less hay, easier to find the needle

10. Re-educate on email usage
Employ meaningful subject lines
Keep on topic, no digressing
Reiterate appropriate use
Keep only what you need to keep

11. Cautionary notes
If you are keeping only the last in a string, just be aware:
In a court of law, will the last one suffice as evidence of the entire string?
Any modifications to the string done prior to that last one?
How do you know?

12. Just so you know…there is a difference
Archiving
Generally just “storage” rather than “records management”
Typically lacks coherent filing structure
Generally no records retention functionality included

13. A winning strategy for emails
Identify
Organize
Disposition

14. Using approved records retention schedules will help you:
Identify
Using approved records retention schedules will help you:
Identify records you need to keep
Identify records you can get rid of
Identify records needing additional attention
Essential
Archival

15. More identification How do you know what you’ve got? Do an inventory
An inventory will also help you identify not only essential and archival records but also identify records that may be exempt or confidential

16. Don’t agonize, organize! Use your approved retention schedules
Schedules tell you what to do
What records need to be kept – by series
Minimum required period of time to keep them
What to do once retention has been met
Any remarks or special instructions

17. Organize!
Think electronic “file cabinets”
Desktops and servers are digital “file cabinets” and should be used as such
Just like traditional metal ones

18. Create a game plan Create a “file plan” or “file structure”
Link to retention schedules
Pre-determined file folders provide consistency, centralization and organization
Mirror the plan throughout – use same plan or structure for paper, , desktop, network drives and servers

19. Set up the structure
Can be as individual “drawers” – working files set up in folders in application
Can be work group or section “file drawers” with folders set up on shared drive or server used by group
Can be “central files” or “records center” – “file drawers” in a central repository for longer retention

20. Organizing emails – within email application How it works
Individual users move s into pre-determined folders that match those on server or shared drive
Good to set up as “working files”, or for records with no retention value
Recommend “records with retention value” be retained on drives or servers

21. GS22005

22. Next level
Additional folders can be set up to further define the content – easy to locate and search, still all under DAN # GS 22005
Mirror this structure on shared drive or server for records with retention value
Be diligent with cleaning out records with no retention value in these “working files” and save primary copies to shared drive

23. Using email application folders
Remember:
Recommended use is for short-term or temporary retention
Mirror folders you set up on network server or shared drive
Match up to retention schedules
Use shared drive/server for records with longer retention

24. Organizing in shared drive or network server How it works
Designated shared drive or server is used as centralized “file cabinet” or repository
Users save their s into pre-determined folders in specific “drawers”
Users can access in a centralized location
Generally no active retention or disposition applied, but can set up system administrators to track files

25. It makes good sense Centralization makes good sense
One place, one folder, one retention
In event of staff turnover, other “life happens” scenarios, more accessibility
Increased search capability for discovery and disclosure purposes
Can apply consistent retention and disposition to stored records, can appoint system administrator to manage and track,

26. Conferences & Seminars
Can look like this
Conferences & Seminars
GS22005
Create file “drawers” and create appropriate folders in a server or shared drive “electronic file cabinet”
Marry up with appropriate retention schedules and mirror pre-set folders

27. Next click
Create appropriate file “drawers” and create the folders as necessary in which to “file” your information – all of these are still GS 22005

28. Email regarding meeting room contract
“Saved As”
regarding meeting room contract
By using the .msg extension, it can saves record copy
s electronically and preserve the metadata as well – also will save attachments
Using classifications and naming conventions make it easier to search and locate the information

29. Email saved using .msg extention in server along with other formats
Drag and drop

30. One place, one folder, one retention
BBy using the .msg extention, you are able to save s with all the other formats together in one folder, under one record series, under one retention and manage it as a whole
One place, one folder, one retention
Get rid of the silos!

31. Attendance and Leave GS03030
Using what you have. Let’s take a look at how you can set up a file folder structure that can be used based on retention schedules. Attendance and leave records have a cut-off of “end of fiscal year” and have a 6 year retention. They are not an essential record nor do they have an archival designation.

32. Can add other records series as needed
Another example
Can add other records series as needed

33. Local Gov’t CORE

34. Another example Additional file folders can be created
as necessary under each record series
Additional records series under a category
can be added

35. Helpful hints Use existing retention schedules!
Consult with users, enlist their input
Work on keeping file names short and simple, yet make sense to users
Keep it under 255 characters & spaces, otherwise may have problems with access and retrieval

36. Can identify certain files as exempt or other special handling
State unique example
This series is ARCHIVAL - 9 year retention for agency, then transfer to archives
Can identify certain files as exempt or other special handling

37. Local Gov’t example

40. Also a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series
This series only has a 3 year retention, so can get rid of these files sooner
This is an essential record and should have additional back up. It also has a long term retention
This is a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series and should noted and handled accordingly
Also a PERMANENT, ESSENTIAL and POTENTIALLY ARCHIVAL series

41. Transfer to Digital Archives
Identify archival records according to approved records retention schedules
Contact Digital Archives for consultation and development of Transfer Agreements (TA) and Transfer Information Plan (TIP)
Debbie Bahn, Lead Archivist
ext 207

42. Take a deep breath You can do it!! No magic one-size-fits all solution
Fixing it will not happen overnight
Acceptance will take time
It can be done without investing in additional technology
You can do it!!

43. Washington State Archives - July 2009
You Are Not Alone
For advice and assistance:
Subscribe to listserv for the latest in updates
What is a Record Series? KEY = information that’s related (same action or same subject)
This records retention schedule documents the life cycle of a records series. This means:
all books, papers, microforms, computer-readable materials, maps, photographs, film, video and sound recordings, or other documentary materials, regardless of physical form or characteristics, made or received by any agency in connection with the transaction of public business
Records Series can be:
Simple: Birth Certificates; Complex: Case Files and Personnel File
Combined media types: may contain paper, electronic, photographed, imaged.
Example: OFFENSE/INCIDENT REPORTS Investigation reports and notes; witnesses and suspects statements; results of chemical analysis and polygraph tests; crime scene information and photograph, citations.
No matter what media types they must all be disposed of as a unit!

44. Washington State Archives: Partners in preservation and access
Thank You!
Washington State Archives:
Partners in preservation and access