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Narrowing the Gap

Narrowing the Gap. Records Coordinator Training 8-12-2005. Dilbert on Process Improvement. Documented Processes. Agenda. End of Lifecycle process September 13/14 Records Management Day Disposition Process File Plan Email Management Tools Annual Meetings. Information Life Cycle.

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Narrowing the Gap

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  1. Narrowing the Gap Records Coordinator Training8-12-2005

  2. Dilbert on Process Improvement

  3. Documented Processes

  4. Agenda • End of Lifecycle process • September 13/14 Records Management Day • Disposition Process • File Plan • Email Management Tools • Annual Meetings

  5. Information Life Cycle Disposition

  6. Disposition of State Records • State Record – any written, or other recorded information created or received by or on behalf of a state agency that documents activities in the conduct of state business or use of public resources • If a record is listed on the Retention Schedule, it can be deleted if no actions pending • If it is not listed, a special request must be made to the TSL to dispose of state records. • Records of disposition must be kept.

  7. Disposition Rules • Texas Administrative Code, Chapter 13, Chapter 6, Subchapter A, Rule §6.8 • Establish policies to make sure records maintained until expiration of retention period • Ensure protection of archival records • Protect confidential information • Document disposition of records

  8. Review of Disposition Log • Record series • Retention period • Inclusive dates of records • Volume/quantity • Disposition method/date of transfer • Shred – to CTJ basement • Recycle – to ASH garage • Authorization – Department head • Disposition Date – actual disposition date – filled in by RMO Records Management Web Site - Forms

  9. Records Management Roles • RMO • Program responsibility • Create and monitor controls • Department Head • Responsibility for departmental records • Signs approval of schedule and disposition • Appoints Records Coordinator • Records Coordinator • Responsible for the “nuts and bolts” of records management • Annual meeting will cover responsibilities

  10. Organizing Files File Plan “Every Information Asset needs an identified life span” Email Paper Documents Electronic Documents Documents in FileNet Retention Schedule

  11. Decisions related to filing email • Personal or business related? • Personal information not a record • Business related • Place in appropriate folder • General correspondence (1 year) • File by subject • Related to a particular business function or activity – should be reflected on retention schedule • Needed for reference/Transitory – file separate from other records

  12. Email!

  13. File Plan to the rescue • How files are organized (file folders) • Basis for making decisions about records and managing them • Related to retention schedule • Helps separate the “wheat from the chaff” • Insures that similar info, regardless of media, will be easy to locate AND manage for retention

  14. Record Holder • Identity responsibility for keeping records • Know what records your department keeps • Identify the convenience copies of records held by others to insure you don’t keep longer than the record copy

  15. Cleaning up email • Only Record Series that does not require approval is Transitory Information • Disposition record of other records required • Every employee has responsibility – RC can help teach methods • Easier to manage if filed according to file plan

  16. Tools for organizing email • Presentation and demonstration by Chris Smith • What you can do with Outlook

  17. Records Management Program • RMO • Department Head • Records Coordinator Inventory

  18. Records Management The application of management techniques to the creation, use, maintenance, retention, preservation, and destruction of state records for the purposes of improving the efficiency of recordkeeping, ensuring access to public information. It includes: (A) the development of records retention schedules; (B) the management of filing and information retrieval systems in any media; (C) the adequate protection of state records that are vital, archival, or confidential according to accepted archival and records management practices; (D) the economical and space-effective storage of inactive records; (E) control over the creation and distribution of forms, reports, and correspondence; and (F) maintenance of public information in a manner to facilitate access by the public under Chapter 552. Government Code 441.180

  19. Wrap up • Schedule Revision submission target 12/05 • Annual meetings through October • Planning sheets • Questions, Comments,Announcements

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