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Records Management Program Report

Records Management Program Report. 2-22-2005. Records Management Days. January 15 Paper recycled 2.54 tons (@145 boxes) September 17 Paper recycled 3.15 tons (@180 boxes) Paper shredded - 153 boxes Electronic records deleted from Filenet - 20,700 . Records Coordinator Meetings/Attendance.

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Records Management Program Report

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  1. Records Management Program Report 2-22-2005

  2. Records Management Days • January 15 • Paper recycled 2.54 tons (@145 boxes) • September 17 • Paper recycled 3.15 tons (@180 boxes) • Paper shredded - 153 boxes • Electronic records deleted from Filenet - 20,700

  3. Records Coordinator Meetings/Attendance • January 21 24 • Records Management Lifecycle • March 24 20 • Vital Records • May 12 19 • Filing Systems • July 14 20 • Electronic Records Management • October 22 27 • Managing Records in the 21st Century, the Challenge and the Opportunity • December 12 35 • Records Management Laws and Terms

  4. Records Storage • Paper • Active • Inactive • Electronic

  5. Paper Active Records (active records stored in office space) Inactive Records • State Library - • 1713 boxes • 1523 rolls of microfilm • Disaster Recovery Tapes • Current months cost - $394.90 paid by OTIS • Cost .18 per box • CTJ Inactive Records Center • 1212 boxes • Space available for @140 boxes • Plans in process for new controls and easier management of this storage

  6. Electronic Records • (active and inactive in same space) • FileNet • 100 GB • (Average 4 drawer file cabinet holds .5 GB) • @200 file cabinets • 625,199 documents • Storage has decreased during year despite constant additions because it is managed • 32,700 documents deleted with authorization during 2004 • Network storage (includes email and .pst files) • 416.95 GB • @200 file cabinets • Equivalent of over 800 file cabinets • Includes the FileNet documents • 14247 documents created last week • Storage decreased last week by 18.19 GB

  7. Records Advisory Committee • Inaugural meeting 2/8/05 • Members • Helen Bright, Senior Attorney, Chair • Beverly Carter, Project Coordinator • Joanne Edge, Manager of Human Resources • Paula Miner, Manager of Information Systems • Sandra Neidhart, Fiscal and Policy Analyst • Robin Timmins, Manager of Audits • Holly Wright, Policy Coordinator • Mary Hilliard, Records Management Coordinator, Ex Officio

  8. Records Disposition Log • Available on web site • Word form • Comments Requested

  9. Records Management Training • Compliance training for all employees slated for this summer • Powerpoint Records are Everybody’s Business is draft of presentation

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