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MiCase Records Management System

MiCase Records Management System. Don Dailey Executive Director. Records Management. What is records management? Why do I need a system to manage records? What benefit is there to participating in the MiCase records management system? What will it cost my district in fees and staff time?.

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MiCase Records Management System

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  1. MiCase Records Management System Don Dailey Executive Director

  2. Records Management • What is records management? • Why do I need a system to manage records? • What benefit is there to participating in the MiCase records management system? • What will it cost my district in fees and staff time?

  3. What is Records Management? • Management of the life cycle of a record • Creation • Storage • Retrieval • Retention • Protection • Disposition • Ensures that authentic and accurate information can be retrieved quickly, easily and cost effectively • Allows for business processes to be streamlined

  4. Why do I need to manage records? • Who has the primary responsibility of managing your records? • What are the legal requirements for managing records? • How long would it take you to respond to a FOIA , subpoena or audit request for records? • When employees change positions, how do they access records from previous employees, especially e-mail records? • How would you recover your documents following a fire, flood or natural disaster?

  5. Why do I need to manage records? • How do you know that you are keeping records for their full retention period? • How do you know that it is safe to get rid of a document? • Do employees have access to records that they shouldn’t? • Can you document who accessed a record and when it was accessed? • How do you find records that have been misfiled?

  6. Why do I need to manage records? • Does your district have policies in place that set standards for how records are handled? • How do your employees know what documents are records and which are not? • Are your employees aware of the proper retention periods for the records they handle? • Are employees treating e-mails, videos and other electronic records the same as paper records? • Can we streamline and reduce the cost of our business processes?

  7. What benefit is there to participating in the MiCase system/pilot? • Well researched enterprise class solution • Shared cost of centralized modules with other districts allows you to get more features • Shared hardware infrastructure • Support from MiCase staff and member ISDs to help with usage • Shared experience with neighboring districts to help foster best practices and for shared staffing where appropriate

  8. What benefit is there to participating in the MiCase system/pilot? • MiCase can serve as an assistant to your CIO • Communication of retention and disposal schedules • Recommendation of records management policies • Design of record types, key information and retention periods for maximum effectiveness • Assistance with professional development for staff • Assistance with design of improved business processes and workflow • Ensure security of records from disaster and unauthorized access

  9. What will it cost my district in fees and staff time? • Shared cost of central licensing: $55,370 first year, $10,170 future years • Shared cost of Applied Imaging services: $13,920 • Shared cost of MiCase staff: TBD – waived for pilot period (now-June 30, 2009) • Shared cost of hosted server system: TBD – waived for pilot period

  10. What will it cost my district in fees and staff time? • OnBase client licenses (per user) • Dedicated license: $588 first year, $108 future years • Concurrent license: $1176 first year, $216 future years • Workflow licenses (per user) • Dedicated license: $1225 first year, $225 future years • Concurrent license: $1960 first year, $360 future years

  11. What will it cost my district in fees and staff time? • Desktop document imaging software $1470 first year, $270 year 2+ (per imaging station) • Scanner hardware (may already have in place) • Staff time to “sweep” scanned records into system • Hoping that time saved by use of system will more than offset time required • Pilot will help us gauge this

  12. Summary • There is a definite need for records management • We have researched well and selected an excellent system • The more districts involved, the lower the cost to all • Pilot needed to determine staffing, hosting costs, and best practices • Not just about scanning documents, but about improving business processes and saving money

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