CLEAN-UP & CLEAN-OUT ROAD MAP. Basics of a Clean Out Physical Records Electronic Records Filing Best Practices

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2 CLEAN-UP & CLEAN-OUT ROAD MAP Basics of a Clean Out Physical Records Electronic Records Filing Best Practices

3 MILE 0 YOU ARE NOT ALONE! Talk to your department head/supervisor Get them onboard with this PROJECT! Be prepared to LEAD! Discuss records organization at a staff meeting. Ask for volunteers or assign members of a committee Have representation from each work area Add someone from IT support to help with shared drive Schedule a meeting to divide and conquer!

4 MILE 1 WHAT DO WE HAVE? Visit the space physical or electronic Don t discuss organizational schemes Don t reorganize except to see what is there

5 OVERWHELMED BY THE AMOUNT? Talk with committee about dividing the work (don t move anything!) Divide committee to handle specific sections Create a game plan for action Go back to staff meeting with the game plan and how folks will work during transition

6 MILE SCHEDULE YOUR CLEAN UP! After approval of the game plan: Choose a start and end date for moving into sections Schedule the remaining steps of your plan (to mile 5) Continue to report to the staff on progress and updates

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8 MILE 1: SORT FOR DESTRUCTION Identify the records that can be destroyed (contact Records Management if you need help with identification) Make arrangements for the destruction UVa Recycling Records Management Day?? Shredding Truck Prep for Destruction Remove binders, plastic sleeves, binder clips, etc. Sort between white paper and non-white No cardboard or hanging file folders Box confidential records and tape shut (do not write confidential on the box) Office supplies not needed donate to the ROSE Program/UVa Recycling

9 MILE 2: REBOX, LABEL & INVENTORY REMAINING Rebox use the 10 x 12 x 15 boxes Available via Records Management Office Label Use label easy to read to identify the contents URMA will produce labels or you can download one from the Records Management website Inventory Use URMA to inventory your boxes Storage Locations???

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11 MILE 2 DELETE, DELETE Get rid of those folders that you no longer need: Check retentions can you destroy this information Are these folders and files out of date? Can I get these forms online? Is this a duplicate that is somewhere else? Review the last date modified? Is this something I still do? DELETE, DELETE, DELETE, DELETE, DELETE, (Don t forget to empty your trash when you re done!) Communicate to the staff at every meeting on changes to the shared space! Ask for their help!

12 MILE 3 WHAT REMAINS? Do an inventory? Use Excel! Basic topics, folder levels Don t forget years Open files Rename files and folders Continue to delete as you find files missed earlier Don t reorganize anything right now Bring inventories for each section together, look for duplication/ crossover Communicate with the entire staff

13 MILE 4 - REORGANIZE Use your inventory to start your reorganization Practice on the inventory how you would rename or move files into folders Don t forget to use subfolders but only up to three levels!

14 MILE 4 MOVING AND SHAKING Once the department has a plan Put it in place (in sections) Move files and folders Create new folders as needed Don t have empty folders Delete the old once the new are created Communicate to staff at the reorganization of each section. Ask for their help!! Go back to Mile 2 for each section as needed

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16 NO MILE 6 DOCUMENTING Keep inventories up to date For shared space, communicate to department, especially new employees how files are managed on the shared space. Revisit at a staff meeting every 6-12 months Ask for feedback Make adjustments as needed

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18 NAMING CONVENTION: WHAT S IN A NAME? When naming electronic records: Model on paper filing system. Use easily understandable names. Strive for consistency. Handle limitations of system. How will you search/find records? How will you dispose of records? Organizing Electronic Records 18

19 FILING STRUCTURE Create clear directories. Use Sub-directories. Define categories (taxonomy). Consistency. Use passwords or controlled folder access Use read-only for forms/samples so they not overwritten Never use employee names use functions (finance, personnel) Organizing Electronic Records 19

20 SAMPLE FILING SYSTEM (VIEW FROM WINDOWS EXPLORER) Organizing Electronic Records 20

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22 THE LONG HAUL: NEW RECORDS & ANNUAL REVIEW New records: Use the 10 x 12 x 15 box Remove all non-recyclable items on the front end Label with destruction date/contents Add to inventory (URMA) Annual Review: Once a year review the storage for those boxes ready to be destroyed URMA will remind you when records are ready to be destroyed Destroy those boxes as soon as permission is received Use Storage vendors makes this process easy!!!

23 THE LONG HAUL Electronic Keep the committee in place Review it every 5 years: business functions are the same (what) process is the same (how) does it still meet needs? Continue to communicate with department staff Delete files that have met retention annually

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