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Managing the Paper Mountain NYSSBA October 2006

Managing the Paper Mountain NYSSBA October 2006. Seminar Leaders: Kaushika Patel, Director of Technology, Rockland BOCES Caroline MacDonald, Records Management, Rockland BOCES Ginny Butler, Education Specialist, General Code. Agenda. Introductions Guidelines for Effective Records Management

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Managing the Paper Mountain NYSSBA October 2006

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  1. Managing the Paper MountainNYSSBA October 2006 Seminar Leaders: Kaushika Patel, Director of Technology, Rockland BOCES Caroline MacDonald, Records Management, Rockland BOCES Ginny Butler, Education Specialist, General Code

  2. Agenda • Introductions • Guidelines for Effective Records Management • Questions and Answers

  3. “Any book, paper, map, photograph, or other information-recording device, regardless of physical form or characteristic, that is made, produced, executed, or received by any local government or officer thereof pursuant to law or in connection with the transaction of public business. Record as used herein shall not be deemed to include library materials, extra copies of documents created only for convenience of reference, and stocks of publications.” (Arts and Cultural Affairs Law, § 57.17, Subdivision 4) Records

  4. Records Come in Different Forms • Paper • Microfilm/Microfiche • Electronic Documents • E-Mail • Web Pages

  5. Examples of Records in Education • Student Files • Attendance Records • Student Medical Records • Report Cards • IEP’s • Policies and Procedures • Purchase Orders • Official E-Mail • Environmental and Safety Assessments • Grant Proposals • Personnel Files • School Board Minutes • Budgets • Student Portfolios • Evacuation Plan

  6. Classes of Records

  7. Inventory Active Records Inactive Records Inventory Create Archival Records Store Store Store Review Destroy Backup Archive Retrieve Migrate The Lifecycle Concept

  8. Records Lifecycle

  9. Record Series “A group of related records (such as minutes of a board, payrolls, and purchase orders) that are normally used and filed as a unit and that normally have the same retention requirements.” (NY SARA Glossary of Terms)

  10. Records Retention and Disposition Schedule “A list or other instrument describing records and their retention periods which is issued by the commissioner of education.” (Arts and Cultural Affairs Law, § 57.17, Subdivision 6) http://www.archives.nysed.gov/a/nysaservices/ns_mgr_pub_ed1.shtml

  11. Records Management Program A records management program includes, but is not limited to: • the legal disposition of obsolete records • the identification and administration of and access to records of enduring value • filing and indexing systems • the use of computer or other technology information • the storage and management of inactive records no longer needed for the conduct of day-to-day business in the office • the microfilming of records • the oversight of the creation and use of forms, correspondence and other records • and the provision for protecting vital records (8 NYCRR, §185.1(b))

  12. Records Management Provides control over records from creation to destruction Ensures that records are retained and usable through their mandatory retention periods. Ensures that records are destroyed at the end of their retention periods.

  13. Who Is Responsible for Records Management? The Records Management Officer EVERYONE

  14. Business • Records Storage Space • Accessibility • Sharing of Information • Demands for Instant Information

  15. Legal • FERPA • HIPAA • IDEA • NCLB • FOIL

  16. Major Components of a Records Management System • Records • Plan • Training • Responsibility

  17. Records • Determine which things are “records” • Group by Records Series

  18. A Plan • Filing Structure • Naming and Indexing • Access • Security • Retention and Disposition

  19. Best Practices • Create and save ONLY records you need • Retain necessary records; dispose of obsolete records • Store records safely and securely • Be able to retrieve records quickly and easily • Keep the process for sharing information simple • Have documented procedures and good training for everyone • Use technology appropriately • Have a Disaster Recovery Plan – and USE it

  20. Total Record Solutions Paper Film Electronic Records

  21. Useful Resources

  22. How Can BOCES Records Management Help? • Needs Assessment • Planning • In-service Training • Electronic System Implementation • Ongoing management assistance

  23. Vendor Resources

  24. QUESTIONS AND ANSWERS Thank you Kaushika Patel Caroline MacDonald (845) 627-4735 (845) 627-4854 Ginny Butler (800) 836-8834

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