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The Paperless Office: Myth or Reality

The Paperless Office: Myth or Reality. GFOAz Quarterly Training May 23, 2013. The History of Paperless Office. Balance. Records Management. right information right time right place right price. =. What is a Record?. Records Rules.

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The Paperless Office: Myth or Reality

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  1. ThePaperless Office:Myth or Reality GFOAz Quarterly Training May 23, 2013

  2. The History of Paperless Office

  3. Balance

  4. Records Management right information right time right place right price =

  5. What is a Record?

  6. Records Rules

  7. Records Ruleshttp://www.azlibrary.gov/records/laws.aspx

  8. Value of Records Administrative Fiscal Historical Legal

  9. Retention Schedules

  10. Go Paperless Born Digital Scanned to Digital

  11. Scanning Records

  12. Imaging Requestshttp://www.azlibrary.gov/records/forms.aspx

  13. Imaging RequestsThe Process • Identify the records • Create basic plan • Review Imaging • Complete Imaging Request form • Proceed, once approved • Note: Scanning records does not constitute permission to destroy original record.

  14. There is also standards for photographs, with others on the way.

  15. Training http://www.azlibrary.gov/records/training.aspx

  16. Now What?

  17. You will need a team! You (creator) Legal IT Records Manager Risk Management Library, Archives and Public Records Staff

  18. Permanent Records Formats & OR ?

  19. Standards for Permanent RecordsGood for long term records too!

  20. Standard – IndexAvoiding the pitfalls

  21. Records Identification

  22. Permanent Storage Plans • Keep in house. • Send to State Archives. • Agency is sun-setted. • Using a contractor.

  23. Security & Privacy

  24. Is this photograph authentic and admissible?

  25. Security & Privacy

  26. Common Restrictions • Statutorily confidential or privileged • Family Educational Rights and Privacy Act (FERPA) • Health Insurance Portability and Accountability Act (HIPAA) • Records sealed by Court Order • Always comply with Court Orders • Medical and mental health records • Students’ records • Birth and death records (Vital Records) • Adoption records • Correspondence with Attorney • Protected by Attorney-Client privilege In your office, what records are restricted and why?

  27. Accessibility & System Architecture • Migration of systems, storage media and formats. • File Formats • Public Access Word for DOS Word for Windows 1 & 2 Word 95 Word 97 Wore 98 Word 2003 Word 2007 Word 2010 Word 2013 What’s Next?

  28. File Format Issues

  29. Metadata & Version Control • Metadata and indexing • Record Version Control

  30. Storage of Media X

  31. Storage of Media Environmental Controls

  32. Label and Boxing

  33. Insects, mold and rust can damage computer media

  34. These images were scanned from photographs and written to a “archival” CD 5 years ago.

  35. Media Storage & Handling Guidelines

  36. Disaster Recovery & Backups • Disaster recovery procedures as a minimum should adhere to Statewide IT Disaster Recovery Planning (DRP) Standard http://aset.azdoa.gov/. • Disaster recovery and continuity of operations plans must specifically include record series and the system it resides on in order to safeguard and preserve the series. • Backup procedures must be in place and adhere to Statewide IT Backup Standardhttp://aset.azdoa.gov. • Note: Backups are disaster recovery tools. • Backups do not provide adequate ability to • retrieve, access or manage records for preservation.

  37. Annual Review

  38. Paperless Office Myth (for now)

  39. Linda Reib, CA, PMP Electronic RecordsArchivist Arizona StateArchives archives@azlibrary.gov 602.926.3720 Or Records Management rmd@azlibrary.gov 602.926.3815 http://www.azlibrary.gov/archives/services_to_government.aspx http://www.azlibrary.gov/records/

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