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Mission: Archivist. LI 849: Records and Information Management Prof. David Steward SLIM, Emporia State University Doug Frazier, Jonathan Falk, Mindy Brunkhardt November 18, 2013. The Situation. Wikileaks.org. Foundation 2006 Julian Assange Newest controversy Kansas City office
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Mission: Archivist LI 849: Records and Information ManagementProf. David StewardSLIM, Emporia State University Doug Frazier, Jonathan Falk, Mindy Brunkhardt November 18, 2013
Wikileaks.org • Foundation • 2006 • Julian Assange • Newest controversy • Kansas City office • Director Jane Johnston • Supervisor Jim Philby • Accused of sexualharassment by staff
File Theft • Unrelated to the accusations • Discovered during litigation • Using USB drives • Lady Gaga music, lyrics, images • Classified, privileged information
Current RIM Practices • No security policy • No monitoring software • Office shredders and recycle bins • Computer passwords • No biometrics
Sexual Harassment Assumptions Physical* Electronic • Email • Chat • Text messages • Tweets • During team meetings • Individual meetings • General office area • Hallways and elevators * Physical meaning face-to-face, not physical sexual harassment
Records under Scrutiny • Personnel records • Human resources (HR) • Departmental records • Staff evaluations • Supervisor evaluations • Disciplinary records • Bring Your Own Device • Smart phones • Tablets • Lab top computers
Electronic Holds • Create audit form • Organizational & employees’ personal • Emails, 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
Physical Holds • Organization’s meetings’ • Minutes • Formal & informal notes • Recordings • Staffers’ meeting notes • Physical • Electronic • Disposition/interviews with plaintiffs’ colleagues
Electronic Records • Immediate electronic policy change • Incorporate monitoring procedures • Electronic downloads, uploads and transfers • Retrieval of electronic communications and records using audit form • Personal • Organizational
Paper Records • 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
One-Time Costs • Personnel IT department General staff • Hardware • Software E-communications organization • Total litigation costs $ 35,000 $ 30,000 $ 15,000 $ 60,000 $ 140,000
Vision • WikileaksRM 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
Mission • WikileaksRM 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
Step 1: Begin • 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
Step 2: Assess • 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
Step 3: Create • Create efficient, intuitive methods & tools to organize records • User-created tags • Thesaurus • Metadata • Develop a retention & disposal authority • In-house • Vendor
Step 4: Action • 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
Step 5: Secure • Distinguish • Vital records • Non-vital records • Create disaster plan • Write plan • Train staff • Test and adjust
Personnel • Chief Information Officer • $200,000 • RM Director • $140,000 • RM Staff member • Three members • $80,000 each
Material Costs Physical & Hardware Software • $25,000 • Servers • Security hardware • Paper works • $50,000 • Security software • Software • Organizational • Indexing • Cataloging • Retrieval
Physical Records Costs • 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
Total Annual Costs Personnel Material costs Vendor costs Total Annual $ 380,000 $ 75,000 $ 100,000 $ 555,000
Purpose • Document daily operations • Respond to past decisions and activities • Comply with laws, regulations, and standards • Remainaccountableandtransparent
References 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 http://www.arma.org/r2/generally-accepted-br-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 http://www.records.nsw.gov.au/recordkeeping/resources-for/small-public-offices/records-management-toolkit/long-and-short-plan