Grateful Shred Day

1. Grateful Shred Day Wednesday, July 22 City of Oregon City

2. Grateful Shred Day What Is It? • City Hall and other City locations will be closed this day for all regular public business (with the exception of public safety and emergencies). • All employees will work with department record liaisons to identify paper records that can be: Recycled (non-confidential) or, Shredded (confidential, exempt from disclosure) • Employees will be provided with all necessary guidance in preparation for this process

3. Grateful Shred Day What Is It? • Records that have “permanent” or long term retention value will be identified and boxed up for off-site storage. • All employees will work with department record liaisons to identify e-mail and electronic records that can be: Deleted or, Moved to other designated network storage

4. Why Are We Doing This? • Better utilization of space at City Hall and other City locations. • More easily identify public records we do need to keep in City buildings. • Lowers our legal risks by destroying records past their retention requirements. • Reduce server/network space needed for e-mail storage. • Improve Outlook performance.

5. What Exactly Are We Destroying? Paper records: • Records past retention (guidance will be provided) • Drafts of documents not needed • Paper documents that cannot be identified* • Out of date reference materials, publications, catalogs, etc *These should be reviewed by the department head before destroying*

6. What Exactly Are We Destroying? What to recycle: • Public records past retention that are not exempt from disclosure (not confidential) • Drafts and copies of the same • Reference materials, old catalogs, brochures and publications, etc. What to shred: • Public records past retention that are exempt from disclosure (confidential) These are listed in ORS 192.501 & 502 • *If you are not sure in either case, ask your record liaison, department director or City Recorder for assistance. • When in doubt, do not recycle

7. What Exactly Are We Destroying? E-Mail: • E-mail past retention (guidance will be provided) • Drafts of documents and draft messages not needed • Transitory messages (e.g- the meeting is tomorrow…) • Personal messages • Junk e-mail Electronic Records: • Electronic records past retention (guidance will be provided)

8. Grateful Shred Day • Review of disposition options • Shred – in office using appropriate shredding bins, for transitory records with confidential info • Recycle • Archives • Disposition logs (Destruction forms) • Compliance and certification

9. E Records Initiative Objective: • Educate employees of the necessity to manage e-mail messages • Encourage storage of e-mail records in Outlook; Move e-mail records back into Outlook or place in document management system • Dispose of outdated transitory records • Consider the State’s HP TRIM Electronic Records Management System

10. Mailbox Size Reduction Options • Delete transitory messages • Delete messages older than retention requirements • Move messages -Shared departmental folder -Managed storage (Outlook)

11. E Records - Departments Records Liaisons will: • Work with users to understand record keeping requirements • Educate users to identify records and non-records, role of convenience copies • Work to ensure that records are maintained as required on Retention Schedule Employees will: • Review messages and move “active” business records to appropriate folders in Outlook

12. Questions? Contact the City Recorder Thank you.