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Mary R. Ott, Records & Information Management Specialist

Nebraska Department of Education 2013 Data Conference RECORDS MANAGEMENT – Putting the Puzzle Together in Public Schools. Mary R. Ott, Records & Information Management Specialist NE Secretary of State – Records Management Division April 30, 2013. Part 1 - Solving The Jigsaw Puzzle.

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Mary R. Ott, Records & Information Management Specialist

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  1. Nebraska Department of Education 2013 Data Conference RECORDS MANAGEMENT – Putting the Puzzle Together in Public Schools Mary R. Ott, Records & Information Management Specialist NE Secretary of State – Records Management Division April 30, 2013

  2. Part 1 - Solving The Jigsaw Puzzle Records Management Records & Nonrecords Retention Schedules Records, managing them and why it matters. Understanding the Big Picture & Your Role is in the Puzzle Value of the Records & Sorting through the Pieces Nebraska Records Management Act & Public Records as Evidence Act Another Piece of the Puzzle – Electronic Records Getting Help and Answers General and Local Schedules Laws Digital Age Resources

  3. Records Management • Efficient & systematic control of records through their creation, receipt, maintenance, use and disposition.

  4. What your strategy? How do you fit and who are you when it comes to managing records in your organization?

  5. What is your style? “HOARDER” or “ORGANIZED”?

  6. Life Cycle of Records

  7. Value of Records • Business • Usefulness in conducting your agency business • Financial • Usefulness in documenting your agency financial transactions • Legal • Usefulness in complying with statutes, rules and regulations • Usefulness as evidence in any legal proceedings • Historical • Usefulness in as history for your agency • Usefulness as determined by the State Archives

  8. Record vs. Nonrecord Deciding if the piece belongs to your puzzle Record Nonrecord • Any book, document, paper, photograph, microfilm, sound recording, magnetic storage medium, optical storage medium, or other material regardless of physical form or characteristics created or received pursuant to law, charter, or ordinance or in connection with any other activity relating to or having an effect upon the transactions of public business • NE Records Management Act • §84-1202 (6) • Material that may be destroyed at any time by the agency and no reporting to the NE SOS-Records Management Division is required • Schedule 24 – General Records for Local Agencies • Item 024-060

  9. List of Nonrecord Material • Books, periodicals, newspapers, and catalogues • Acquired/saved as a general reference resource • Extra copies of documents • Saved for convenience/reference - no action is recorded/taken • Identical or convenience copies of reports memoranda, etc. • Not originator/office of record - no annotated done by your office • Stocks of publications, reproduced documents, printed materials • Preserved for supply purposes • Blank forms • Junk mail, spam, tickler files “to-do” and task lists • Serve as reminders - do something/take action • Material received documenting employee fringe activities • Blood/charitable fund drives, community notices, and holiday/social meetings

  10. Retention Schedules http://www.sos.state.ne.us/records-management/retention_schedules.html

  11. Picture Page Layout

  12. Nebraska Records Management Act Article 12 – §84-1213 • All records made or received……shall not be mutilated or destroyed, transferred, removed, damaged or otherwise disposed of, in whole or part, except as proved by the law • Any person who shall willfully mutilate, destroy..and any person who shall retain and continue to hold the possession of any such records,…and shall refuse to deliver up such records…shall be guilty of a Class III misdemeanor.

  13. Public Records as Evidence Act Neb. Rev. Statutes §25-12,112 • Admissibility of reproduced records in evidence; destruction of records; approval • …process which accurately reproduces or forms a durable medium for so reproducing the original, the original may be destroyed in the regular course of business unless held in a custodial or fiduciary capacity or unless its preservation is required by law, with respect to agencies or department of government, if the State Records Administrator approves such destruction. Such reproduction, when satisfactorily identified, is as admissible in evidence as the original…

  14. Public Records in the Digital Age, Another Piece – Electronic Records

  15. Public Records as Evidence Act Neb. Rev. Statutes §25-12,112 • Admissibility of reproduced records in evidence; destruction of records; approval • …process which accurately reproduces or forms a durable medium for so reproducing the original, the original may be destroyed in the regular course of business unless held in a custodial or fiduciary capacity or unless its preservation is required by law, with respect to agencies or department of government, if the State Records Administrator approves such destruction. Such reproduction, when satisfactorily identified, is as admissible in evidence as the original…

  16. Durable Medium What is it, who does it effect & what do you need to know?

  17. Puzzle Pieces & Agency Decisions Questions to ask before making any business decisions about your puzzle • Are there any laws that require a specific medium to be maintained? • What is the disposition? • What is the volume of records? • Who needs to access the records? • How often are they being accessed and used? • Who is doing the scanning? • What are the equipment/software costs? • Do you have the necessary IT support or knowledge if you go electronic? • What is the most cost effective for your agency?

  18. More things to think about • REMEMBER, the lifecycle of the record (whatever medium) will need to be managed • Records will need to remain accessible and durable for the required lifecycle • Data Map (Where are they?) • Image File Formats • Indexing (Can you find what you need when you need it?) • Migration • Software & Equipment • YOU NEED TO HAVE A PLAN

  19. Devices, Devices, Devices

  20. Nebraska State Historical Society Parent Agency of State Archives RESOURCES • Role • Identify Historical Significance and Intrinsic Research Records Deemed of Permanent/Enduring/Essential Value • Collect and Preserve Record Related to the History of Nebraska • Papers, Artifacts, Books, Audio-Visual Materials, etc. • Legal Authority • Law §84-104 • The NSHS shall be the custodian of all public records documents, relics, and other material which the society may consider to be of historic value or interest, and which may be in any of the offices or vaults of the several departments of the state, in any of the institutions which receive appropriations of money from the Legislature of Nebraska, or in any county courthouses, city halls, or other public buildings within the State of Nebraska http://www.sos.state.ne.us/dyindex.html

  21. Resources http://www.sos.state.ne.us/dyindex.html • NE SOS Records Management Division • Mary Ott, RIM Specialist • (402) 471-4184 or main (402) 471-2745 • mary.ott@nebraska.gov • Mailing Address • 440 South 8th Street, Suite #210, Lincoln, NE 68508 • NE State Historical Society (State Archives • Gayla Koerting, State Archivist and Curator for Government Records • (402) 471-4785 • gayla.koerting@nebraska.gov http://www.sos.state.ne.us/dyindex.html

  22. QUESTIONS

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