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LANSING COMMUNITY COLLEGE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM

LANSING COMMUNITY COLLEGE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM. Agenda. Introduction Phase I and II Overview of Record, Records Management, etc. Coordinator’s Role Records Inventory Project. Phase I. RIM policy development Records Coordinator Appointment RIM Orientation

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LANSING COMMUNITY COLLEGE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM

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  1. LANSING COMMUNITY COLLEGE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM

  2. Agenda • Introduction • Phase I and II • Overview of Record, Records Management, etc. • Coordinator’s Role • Records Inventory Project

  3. Phase I • RIM policy development • Records Coordinator Appointment • RIM Orientation • Records Inventory • Retention and Disposal Schedule development and approval

  4. Phase II • File Plan Development • Imaging Applications • RIM Training • Enterprise Content Management Solutions • Archival Preservation • E-mail retention policy

  5. What’s Records Management? “the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of a record”

  6. What is a Record? “recorded information prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function, from the time its created.”

  7. What Formats? • Paper or hard copy records • Electronic records • System • Desktop • Microfilm

  8. RIM Goal “making sure the right information is available to the right person in the right amount of time”

  9. The Problems • No room to put another file in the cabinet! No room to put another cabinet in the room! • We’re being sued! And you want what records? Where are they? • You want to keep everything forever? • Inconsistent retention practices: You threw what out? • Can’t find the records we need! No filing system. • Lack of education/formal training

  10. More Problems • Why is it we only lose the records we need? • There’s a law that says we have to keep these records for five years? • 1,000 Word documents stored in one folder? • Develop a file plan? How? • What do you mean Charlie is storing college records in his garage?

  11. And More Problems! • We spent a million on an imaging system and it doesn’t work! • Why can’t I read my microfilm…why is it covered with all of those little dots? • Why isn’t basement storage a good place to store our vital records? • Why do we have seven forms with the same function? • The IT department just deleted all of our e-mails without telling us!

  12. RIM Program Benefits • To control the creation and growth of records • Electronic records growing at a rate of 60-80%;Paper records…15% annually • To reduce operating costs • To improve efficiency and productivity • To implement appropriate technologies • To comply with Federal, State laws

  13. The RIM Policy • Purpose • Applicability • Definitions • Responsibilities • Separation from Employment • Litigation, Investigations and FOIA

  14. RIM Coordinator Role • Liaison between work unit and records management specialist • Affirm that all departmental employees are informed about, understand the LCC’s RIM policy and program information • Coordinate the records inventory interviews

  15. RIM Coordinator Role • Insure that department records are preserved and destroyed in compliance with the new and approved retention schedule. • Identify training requirements. • Implement legal holds as necessary.

  16. Record Inventory • Detailed inventory of all records (record series) within the organization • Record title and description • Record purpose • Location of originals/duplicates • Current retention practice • Record accumulation • Point of inactivity

  17. Series title Summary description Dates covered Physical format Arrangement Quantity Estimated growth Storage location Equipment Reference activity Retention requirements Confidentiality Duplication Vital record status The Inventory Form

  18. Preliminary Investigation • Describe the organizational, legal, regulatory and business environment • Identify critical elements and weaknesses of current records management practices • Identify current policies and procedures • Identify business processes for which analysis of records uses is required

  19. Records Retention Analysis • Appraising the value of a record • Operational • Fiscal • Legal • Law, rule, regulation governing retention period • Litigation support or government investigation • Archival • Preserving the organization’s memory

  20. Developing a Retention Schedule • Lists the record, description, and total retention in years • Archival designation • Approval by department and State Gov’t. • Implement retention periods • Conduct periodic records audits (Phase II)

  21. Questions???

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