Records Management. PRIA Archival Backup & Disaster Recovery Source Document Microfilming
|
|
- Shanna Griffith
- 8 years ago
- Views:
Transcription
1 Records Management PRIA Archival Backup & Disaster Recovery Source Document Microfilming Presented at the NACRC Annual Conference Portland, Oregon July 16, 2011 Facilitator: Larry Burtness
2 Targets of this presentation? Source document microfilming and digital microfilming Property Records Industry Association s (PRIA) work in the area of Disaster Recovery Permanent records Media migration for your digital images
3 Disaster? Is this a disaster? In Truckee, CA? In Orlando, FL?
4 Disaster, under control?
5 Background Information PRIA Archival Backup & Disaster Recovery Workgroup The paper - Disaster Preparedness: An Imperative for Good Governance Chapter 1 Asset Management (July, 2009) Chapter 2 Source Document Microfilming (April, 2011) Chapter 3 Business Continuity Plan (in progress)
6 more background information PRIA standards and best practices What are they? Government and business working together to develop standards and best practices for the property records industry. How does that help you? Provides guidelines for the storage and protection of permanent records.
7 Level the playing field and the survey says How many use microfilm as the permanent record? How many still create source document microfilm? Microfilm being outsourced or created in-house? How many have scanned or microfilmed all of your official records?
8 Chapter 1 highlights Asset Management Do you know where your stuff is? Do you know what condition your stuff is in? It s almost as simple as the word inventory. Plenty of examples of asset management inventory worksheets are available The foundation of your disaster recovery plan Recorders/Registrars and Clerks, as the custodian of your permanent records, you have the responsibility for their safe keeping. Knowing what you have, where it is, and its condition is the first step in meeting this responsibility Includes electronic records also!!
9 Chapter 2 highlights Source document microfilming is becoming a lost art. Difference between source document microfilming and digital microfilm The institutional knowledge is starting to ride off into the sunset Those that still have it are forgetting, or ignoring, important characteristics This chapter attempts to provide important information at the most basic level
10 Source document microfilming
11 Source document microfilming some basics Microfilm cameras Planetary and rotary Technical characteristics Resolution Lighting Processing Inspection Duplicates Standards
12 Permanent Records 101 What are permanent records? How do you keep them permanent?
13 Who said it? "... because of the conditions of modern war against which none of us can guess the future, it is my hope that it is possible to build up an American public opinion in favor of what might be called the only form of insurance that will stand the test of time. I am referring to duplication of records by modern processes like microfilm so that if in any part of the country original archives are destroyed a record of them will exist in some other place. --Franklin D. Roosevelt, February 13, 1942
14 If you do not use microfilm Who is accountable for your permanent records? Today? 10 years from now? 50 years from now? Is it the Recorder/Registrar/Clerk? Is it the Records Manager? Is it Information Technology?
15 Food for thought Is microfilm old technology? Is microfilm cost prohibitive? Most state archives continue to recommend or even require microfilm as the media of choice for archival or permanent storage.
16 Legislation example the good, the bad, and the ugly Nevada changed statutes in the 2011 legislative session to not require microfilm as the permanent record permissive any custodian of public records in this State may destroy documents, instruments, papers, books and any other records or writings in the custodian s custody only if an image of those records or writings has been placed on microfilm or has been saved in an electronic recordkeeping system which permits the retrieval of the information contained in the records or writings and the reproduction of the records or writings. A reproduction of an image of a record or writing that has been placed on microfilm or saved pursuant to this section shall be deemed to be the original record or writing, regardless of whether the original exists. A microfilmed image made pursuant to this section must be made on film which complies with minimum standards of quality approved by the American National Standards Institute and the Association for Information and Image Management.
17 Managed migration If you re not using microfilm as your permanent record, but are relying upon your electronic images being backed up A plan should be in place for the ongoing (in perpetuity) migration of your images as technology presses forward Optical disk Cd s RAID s & SAN s Next generation?
18 In Review Microfilm images tested and trusted Electronic images managed migration, or you may have unplanned obsolescence
19 One more who said it? "Time and accident are committing daily havoc on the originals (of valuable historic and state papers) deposited in our public offices. The late war has undone the work of centuries in this business. The lost cannot be recovered; but let us save what remains; not by vaults and locks which fence them in from the public eye and use in consigning them to the waste of time, but by such multiplication of copies as shall place them beyond the reach of accident. --Thomas Jefferson, February 18, 1791
20 Thank you any questions?? Larry Burtness Chief Deputy Recorder Washoe County, NV
Larry Patterson, City Manager
Administrative Policy 2-13 August 20, 2008 DATA MIGRATION POLICY PURPOSE To preserve electronic data as required by Oregon Public Records and Archiving statutes. (ORS 192.050) APPLICABILITY This policy
More informationNEW JERSEY DIVISION OF REVENUE AND ENTERPRISE SERVICES RECORDS MANAGEMENT SERVICES ELECTRONIC IMAGING SYSTEM REGISTRATION APPLICATION INSTRUCTIONS
NEW JERSEY DIVISION OF REVENUE AND ENTERPRISE SERVICES RECORDS MANAGEMENT SERVICES ELECTRONIC IMAGING SYSTEM REGISTRATION APPLICATION INSTRUCTIONS Mailing: PO Box 661, Trenton, NJ 08625 Location: 2300
More informationFunding Your Technology and Archive Conversion Needs
Funding Your Technology and Archive Conversion Needs Presented at the NACRC Legislative Conference March 5, 2011 Facilitators: Larry Burtness & Carol Foglesong Technology funding The question was asked
More informationUnion County. Electronic Records and Document Imaging Policy
Union County Electronic Records and Document Imaging Policy Adopted by the Union County Board of Commissioners December 2, 2013 1 Table of Contents 1. Purpose... 3 2. Responsible Parties... 3 3. Availability
More informationPOLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS
POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS 1. Purpose Establish and clarify a records management policy for municipal officers with respect
More informationGuidelines for Digital Imaging Systems
NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES OFFICE OF ARCHIVES AND HISTORY DIVISION OF HISTORICAL RESOURCES ARCHIVES AND RECORDS SECTION Guidelines for Digital Imaging Systems Phase I: Project Planning
More informationAPPLICATION FOR LOUISIANA STATE ARCHIVES IMAGING EXCEPTION TO LA. R.S. 44:39 SSARC 790
APPLICATION FOR LOUISIANA STATE ARCHIVES IMAGING EXCEPTION TO LA. R.S. 44:39 SSARC 790 Mailing: PO Box 94125, Baton Rouge, LA 70804-9125 Location: 3851 Essen Lane, Baton Rouge, LA 70809-2137 BEFORE completing
More informationDeveloping a Records Retention Program
Developing a Records Retention Program This site is intended to help you design and implement a records retention program for your organization. Here you will find a basic explanation of a records retention
More informationHow To Use A Court Record Electronically In Idaho
Idaho Judicial Branch Scanning and Imaging Guidelines DRAFT - October 25, 2013 A. Introduction Many of Idaho s courts have considered or implemented the use of digital imaging systems to scan court documents
More informationSTATE OF NEBRASKA STATE RECORDS ADMINISTRATOR DURABLE MEDIUM WRITTEN BEST PRACTICES & PROCEDURES (ELECTRONIC RECORDS GUIDELINES) OCTOBER 2009
STATE OF NEBRASKA STATE RECORDS ADMINISTRATOR DURABLE MEDIUM WRITTEN BEST PRACTICES & PROCEDURES (ELECTRONIC RECORDS GUIDELINES) OCTOBER 2009 Following is a voluntary guideline issued by the State Records
More informationNorth Carolina. Department of Cultural Resources
North Carolina Department of Cultural Resources Digital Preservation Policy Framework September 2005 109 East Jones St. Raleigh, NC 27601 Draft September 2005 1 PURPOSE This document formalizes the Department
More information39C-1 Records Management Program 39C-3
39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.
More informationSecurity of Archives in the Custody of the NT Archives Service
Northern NT GOVERNMENT Territory ARCHIVES ADVICE Archives 5 Service Archives Advice 5 Security of Archives in the Custody of the NT Archives Service August 2007 For information and advice, please contact
More informationREGENTS POLICY PART V FINANCE AND BUSINESS MANAGEMENT Chapter 05.08 - Business Practices
REGENTS POLICY PART V FINANCE AND BUSINESS MANAGEMENT Chapter 05.08 - Business Practices P05.08.010. Printing Standards: General Statement. Publications produced by and for the university will be simple,
More informationInformation Management Advice 18 - Managing records in business systems: Overview
Information Management Advice 18 - Managing records in business systems: Overview Introduction The purpose of this Advice is to assist agencies to identify and manage State records in business systems,
More informationMontana Local Government Records Management Guidelines
Montana Local Government Records Management Guidelines Prepared and Published by the Montana Local Government Records Committee Rev 3.0 Sep 2010 TABLE OF CONTENTS Introduction i Authority...ii Definitions...
More informationIdentify and Protect Your Vital Records
Identify and Protect Your Vital Records INTRODUCTION The Federal Emergency Management Agency s Federal Preparedness Circular 65 states The protection and ready availability of electronic and hardcopy documents,
More informationREQUEST FOR DOCUMENT IMAGING OF PUBLIC RECORDS
ARS 41-1516 A. Each agency of this state or any of its political subdivisions may implement a program for the production or reproduction by photography or other method of reproduction on film, microfiche,
More informationRECORDS AND INFORMATION MANAGEMENT AND RETENTION
RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and
More informationInformation Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems
Information Management Advice 18 - Managing records in business systems Part 1: Checklist for decommissioning business systems Introduction Agencies have systems which hold business information, such as
More informationARCHIVES AND RECORDS OPERATIONAL RECORDS CLASSIFICATION SYSTEM
ARCHIVES AND RECORDS OPERATIONAL RECORDS CLASSIFICATION SYSTEM GOVERNMENT RECORDS SERVICE ARCHIVES AND RECORDS OPERATIONAL RECORDS CLASSIFICATION SYSTEM Province of British Columbia Corporate Records
More informationRecords Management Basic Information For Local Government Agencies
Records Management Basic Information For Local Government Agencies Title 5: ADMINISTRATIVE PROCEDURES AND SERVICES Part 1: STATE DEPARTMENTS Chapter 6: STATE ARCHIVIST (HEADING: PL 1973, c. 625, @16 (new))
More informationDisaster Recovery. Don t Wait It May Be Too Late. 2014 Winter Education Conference Arlington, VA
Disaster Recovery Don t Wait It May Be Too Late 2014 Winter Education Conference Arlington, VA CarLa Burtsong 02/25/2014 2 Our Goals During This Presentation Why a disaster recovery plan? Definition of
More informationPSAB Supplement 21 Records Retention and Disposition
PSAB Supplement 21 Records Retention and Disposition KEY WORDS INDEX... I TABLE OF AUTHORITIES... II PSAB Supplement 21 Records, Retention and Disposition MANUAL OF PROCEDURES PSAB SUPPLEMENT 21 RECORDS,
More informationScanning and Tossing. Requirements for Scanning and the Destruction of Paper Based Records
Scanning and Tossing Requirements for Scanning and the Destruction of Paper Based Records Overview I want to go paperless! Can I scan and toss? What are the rules and requirements about imaging? What are
More informationNCI-Frederick Safety and Environmental Compliance Manual 03/2013
E-1. Records Management I. Scope The Records Management Office maintains a comprehensive records management system meeting regulatory and contractual requirements ensuring documentation is readily accessible.
More informationVersion 1.0 MCGILL UNIVERSITY SCANNING STANDARDS FOR ADMINISTRATIVE RECORDS. Summary
Version 1.0 MCGILL UNIVERSITY SCANNING STANDARDS FOR ADMINISTRATIVE RECORDS Summary... 1 Introduction... 2 McGill Record-Keeping: Obligations and Technical Issues... 3 Scope & Procedures... 4 Standards...
More informationUNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT
UNIVERSITY OF NAIROBI POLICY ON RECORDS MANAGEMENT APRIL 2011 POLICY ON RECORDS MANAGEMENT TABLE OF CONTENTS DEFINITION OF TERMS AND ACRONYMS... 5 1.0 BACKGROUND... 5 1.1 RATIONALE... 5 1.2 VISION... 5
More informationRECORDS RETENTION AND DISPOSITION SCHEDULE COUNTY VETERANS SERVICES
RECORDS RETENTION AND DISPOSITION SCHEDULE COUNTY VETERANS SERVICES Issued By: North Carolina Department of Cultural Resources Division of Historical Resources Archives and Records Section Government Records
More informationState of Florida RECORDS MANAGEMENT SELF-EVALUATION GUIDE. Published September 1999. Division of Library and Information Services
State of Florida RECORDS MANAGEMENT SELF-EVALUATION GUIDE Published September 1999 Division of Library and Information Services Bureau of Archives and Records Management The Capitol Tallahassee, Florida
More informationWest Midlands Police and Crime Commissioner Records Management Policy 1 Contents
West Midlands Police and Crime Commissioner Records Management Policy 1 Contents 1 CONTENTS...2 2 INTRODUCTION...3 2.1 SCOPE...3 2.2 OVERVIEW & PURPOSE...3 2.3 ROLES AND RESPONSIBILITIES...5 COMMISSIONED
More informationMississippi Department of Archives and History. Reformatting Standards
Mississippi Department of Archives and History Reformatting Standards STANDARDS FOR DIGITAL IMAGING MDAH approves the following standards for reproduction of public records using digital imaging systems:
More informationCOMPLIANCE WITH THIS DOCUMENT IS MANDATORY
COVER SHEET NAME OF DOCUMENT TYPE OF DOCUMENT DOCUMENT NUMBER Procedure DATE OF PUBLICATION Published: October 2002 Revised: October 2004 Revised: September 2005 Revised: February 2011 Revised: November
More informationRecords Management Policy.doc
INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2
More informationArizona State Library, Archives and Public Records
Arizona State Library, Archives and Public Records RECORDS MANAGEMENT DIVISION 1919 West Jefferson Phoenix, Arizona 85009 (602) 542-3741 Managing Public Records Sent and Received Via Electronic Mail These
More informationUNIVERSITY OF MANITOBA PROCEDURE
UNIVERSITY OF MANITOBA PROCEDURE Procedure: Parent Policy: Effective Date: June 23, 2015 Revised Date: Review Date: June 23, 2025 Approving Body: Authority: Responsible Executive Officer: Delegate: Contact:
More informationA Selection of Questions from the. Stewardship of Digital Assets Workshop Questionnaire
A Selection of Questions from the Stewardship of Digital Assets Workshop Questionnaire SECTION A: Institution Information What year did your institution begin creating digital resources? What year did
More informationInternal Audit Records Management and Public Information Requests
Internal Audit Records Management and Public Information Requests August 2012 Bernalillo County Internal Audit Records Management and Public Information Requests Executive Summary SUMMARY OF PROCEDURES
More informationBlocal government bulletin b
Electronic Records Standards and Procedures Blocal government bulletin b july 1998 Comments or complaints regarding the programs and services of the Texas State Library and Archives Commission may be addressed
More informationSOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM. Revised January 15, 2014
SOUTHWEST VIRGINIA COMMUNITY COLLEGE RECORDS MANAGEMENT PROGRAM Revised January 15, 2014 Page 1 Introduction In compliance with the Code of Virginia, Section 42.1085, Southwest Virginia Community College
More informationARCHIVE CORPORATION Professional Information Management Since 1984
Professional Information Management Since 1984 SECURE DATA SERVICES HARD COPY STORAGE for Paper Records BACKUP DATA VAULTING for Magnetic Media SCANNING SERVICES for Daily Documents or Projects *Document
More informationCHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006)
CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) WHAT IS THE PURPOSE OF RECORDS MANAGEMENT? 1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation
More informationState Agency Manual of Records Management Policies
State Agency Manual of Records Management Policies Explaining the Sample Policy Manual This is a sample records management policy manual for executive branch agencies in New York State government. The
More informationBOARD POLICY POLICY TITLE. Records and Information Management 1.0 PURPOSE
BOARD POLICY Policy Section FOI/RECORDS MANAGEMENT Administrative Procedure Number AP-FOI -305 Policy Number 305 Page 1 of 6 POLICY TITLE Records and Information Management 1.0 PURPOSE The Peterborough
More informationDisaster Recovery: Helping Non-Profits to Plan, Prepare & Recover. By: Lynn Do
Disaster Recovery: Helping Non-Profits to Plan, Prepare & Recover By: Lynn Do It is Prepare to Ensure Business Continuity A way of doing business and continuing to stay in business in the event of a disaster
More informationBoard of County Commissioners Leon County, Florida
10.03 Board of County Commissioners Leon County, Florida Title: Public Records Law, E-mail, Social Media/Networking, and Archiving Date Adopted: April 12, 2011 Effective Date: April 12, 2011 Reference:
More informationRECORDS RETENTION AND DISPOSITION SCHEDULE AMENDMENT NORTH CAROLINA COMMUNITY COLLEGE SYSTEM COLLEGES IN THE COMMUNITY COLLEGE SYSTEM
RECORDS RETENTION AND DISPOSITION SCHEDULE AMENDMENT NORTH CAROLINA COMMUNITY COLLEGE SYSTEM Amend the records retention and disposition schedule approved August 1, 2002 by revising Item 45536, Item 45545
More information9/12/2014. Part 3: Records Systems, Storage and Retrieval. Basic Concepts
Records Systems, Storage and Retrieval Part 3: Records Systems, Storage and Retrieval Basic Concepts Filing Systems Filing System Design Records Storage and Retrieval File Conversions Records Storage Facilities
More informationDocument Scanning Essentials
Document Scanning Essentials www.archives.nysed.gov Objectives Learn about current imaging practices How to prepare for an imaging project How to incorporate RM principles into your project Provide strategies
More informationTemporary Records Procedure
Procedure Temporary Records Procedure Please note this procedure is mandatory and staff are required to adhere to the content DECD 07/6197 Summary That DECD Central Office, Regional Offices and sites will
More informationState of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009
State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN January 2010 December 2012 DECEMBER 31, 2009 Florida Department of State State Library and Archives of Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers
More informationFARMINGTON PUBLIC SCHOOLS 2410
FARMINGTON PUBLIC SCHOOLS 2410 Administration Retention of Electronic Records and Information I. POLICY The Board of Education (the Board ) complies with all state and federal regulations regarding the
More informationHow to Request Public Records in Florida
How to Request Public Records What are public "records"? How can I request a public record? How can I request a readily available document? Are there fees involved? How do I pay for records retrieved?
More informationGlossary of Records Management Terms
Glossary of Records Management Terms Active record: A record referenced often in the conduct of current departmental business. Administrative record: Records documenting the day to day operation and administration
More informationLONDON PUBLIC LIBRARY POLICY
PURPOSE The purpose of this policy is to: Ensure accessibility to accurate, authentic and reliable London Public Library Records in all formats, including electronic, to meet legislated requirements, support
More informationPresentation Topics. What is a record? Hawaii State Archives Presentation December 14, 2010 ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL
ABC S OF RECORDS MANAGEMENT ACHIEVING BASIC CONTROL Presented by: Adam Jansen adam@dkives.com December 2010 Presentation Topics What is a Record What is Records Management Your Responsibilities Conducting
More informationService Plan Fiscal Year 2016
Service Plan Fiscal Year 2016 Division of Archives and Records Service 346 S Rio Grande Salt Lake City, UT 84114 801-531-3848 http://www.archives.utah.gov/ The Department of Administrative Services delivers
More informationLocal Government Cyber Security:
Local Government Cyber Security: Guidelines for Backing Up Information A Non-Technical Guide Essential for Elected Officials Administrative Officials Business Managers Multi-State Information Sharing and
More informationCOUNCIL POLICY R180 RECORDS MANAGEMENT
1. Scope The City of Mount Gambier Records Management Policy provides the policy framework for Council to effectively fulfil its obligations and statutory requirements under the State Records Act 1997.
More informationSub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law)
Aida S. Montano Bill Analysis Legislative Service Commission Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law) Reps. Oelslager, Flowers, Buehrer, White, Trakas BILL SUMMARY
More informationRECORDS MANAGEMENT POLICY
RECORDS MANAGEMENT POLICY POLICY STATEMENT The records of Legal Aid NSW are a major component of its corporate memory and risk management strategies. They are a vital asset that support ongoing operations
More informationCITY OF SEBASTIAN RECORDS MANAGEMENT POLICIES AND PROCEDURES MANUAL 2014
CITY OF SEBASTIAN RECORDS MANAGEMENT POLICIES AND PROCEDURES MANUAL 2014 INDEX Introduction to Records Management Overview of Florida Statutes and Florida Administrative Code Provisions List of Florida
More informationScotland s Commissioner for Children and Young People Records Management Policy
Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives
More informationElectronic Records Management Guidelines
Electronic Records Management Guidelines Contents Section 1: Authority... 1 Section 2: Purpose and Scope... 1 Section 3: Records Custodian Responsibilities... 2 Section 4: Information Systems that produce,
More informationCLOUD COMPUTING FOR SMALL- AND MEDIUM-SIZED ENTERPRISES:
CLOUD COMPUTING FOR SMALL- AND MEDIUM-SIZED ENTERPRISES: Privacy Responsibilities and Considerations Cloud computing is the delivery of computing services over the Internet, and it offers many potential
More informationPlanning a Backup Strategy
Planning a Backup Strategy White Paper Backups, restores, and data recovery operations are some of the most important tasks that an IT organization performs. Businesses cannot risk losing access to data
More informationACCESS, PRODUCTION AND RETENTION OF CITY RECORDS
1.05-3 1 of 6 I. PURPOSE This directive prescribes the rules regarding access, production, and retention of City records. II. POLICY A. All records and other matters in City offices are presumed to be
More informationDigital Media Storage
Summary State and local governments use computers to create, capture, or maintain public records. To be accountable to the citizens of Minnesota, government agencies are required by law to keep records
More informationRECORDS MANAGEMENT POLICY
RECORDS MANAGEMENT POLICY PURPOSE The purpose of this policy is to: Assist departments in effective utilization of space and efficient information retrieval; Establish guidelines for disposal of records;
More informationSOUTH EASTERN SCHOOL DISTRICT
No. 800 SECTION: OPERATIONS SOUTH EASTERN SCHOOL DISTRICT TITLE: RECORDS RETENTION AND MANAGEMENT ADOPTED: April 18, 2013 REVISED: 800. RECORDS RETENTION AND MANAGEMENT 1. Purpose It shall be the policy
More informationHow Long Do I Keep That? How To Use Your Records Retention Schedule
How Long Do I Keep That? How To Use Your Records Retention Schedule Thomas C. Nield Local Records Division Office of the Secretary of State MSBA s Board Secretary Workshop 01 October 2015 Local Records
More informationDOCUMENT RETENTION AND DESTRUCTION POLICY
DOCUMENT RETENTION AND DESTRUCTION POLICY I. Purpose This policy provides for the systematic review, retention, and destruction of documents received or created by [ORGANIZATION NAME] in connection with
More informationRecords Management for County and District Clerks
Records Management for County and District Clerks County and District Clerks Association of Texas 2015 Conference Texas State Library and Archives Commission https://www.tsl.texas.gov About Us Records
More informationDELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS
DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES MODEL GUIDELINES FOR ELECTRONIC RECORDS STATEMENT OF PURPOSE The Delaware Public Archives (DPA) has issued "Model Guidelines for Electronic Records"
More informationElectronic Records Management Strategy
Overview The arrival of the Information Age means that much of our history is now recorded in electronic format, including your agency s activities. Because of that, you need to develop a strategy for
More informationDISPOSITION INSTRUCTIONS: Item discontinued. All records transferred to the custody of the Archives.
Administration Item 3332. INDIVIDUAL ACADEMIC RECORDS FILE. Record copies of academic records of students in nursing programs offered by schools and institutions which have closed. (Comply with applicable
More informationFile Management : Guidelines & Policies
File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,
More informationVital Records Management
National Archives and Records Administration Northeast Region Vital Records Management A Briefing for Federal Agencies Pentagon, September 11, 2004 Federal Records A record is anything created or received
More informationPart 3 Records Systems, Storage and Retrieval
Part 3 Records Systems, Storage and Retrieval Part 3: Records Systems, Storage and Retrieval Basic Concepts Filing Systems Filing System Design Records Storage and Retrieval File Conversions Records Storage
More informationSCHEDULE NO. 55 INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS RECORDS
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 55.010 SCHEDULE NO. 55 INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS RECORDS General Description: Records relating to computer, information technology and
More informationMicrofilm/Data Storage Service Agreement
Microfilm/Data Storage Service Agreement THIS AGREEMENT, made as of the 21ST day of SEPTEBER, 2015 by and between Brown s River Marotti Company, a corporation duly organized under the laws of Texas, and
More informationA Best Practices Point of View from. Data Backup and Disaster Recovery Planning
A Best Practices Point of View from Data Backup and Disaster Recovery Planning Security Protect Your Data Expertise Support Patient Privacy Business Continuity Plan and Restore Peace of Mind Backup and
More informationE-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose:
E-MAIL RETENTION BEST PRACTICE Issue Date: April 20, 2011 Intent and Purpose: The intent of this best practice is for county officials to have an educational mechanism to explain requirements for maintaining
More informationRecords Management Manual of the University of Nevada Las Vegas Table of Contents
Records Management Manual of the University of Nevada Las Vegas Table of Contents Part 1: Overview of Records Management at the University of Nevada Las Vegas... 2 1.1 PROGRAM RATIONALE, RESPONSIBILITIES
More informationRUTGERS POLICY. Approval Authority: Executive Vice President for Academic Affairs and Senior Vice President for Administration
RUTGERS POLICY Section: 30.4.5 Section Title: Business Services Policy Name: Records Management Formerly Book: Formerly Policy 50.3.10 Approval Authority: Executive Vice President for Academic Affairs
More informationManaging Government Records A Cooperative Undertaking. An Introduction to Kentucky s Public Records Management Law
Managing Government Records A Cooperative Undertaking An Introduction to Kentucky s Public Records Management Law Revised August 2012 Table of Contents Introduction 3 What are public records? 3 What is
More informationLife Cycle of Records
Discard Create Inactive Life Cycle of Records Current Retain Use Semi-current Records Management Policy April 2014 Document title Records Management Policy April 2014 Document author and department Responsible
More informationSPOTLIGHT ON. Advisors Recordkeeping Obligations
SPOTLIGHT ON Advisors Recordkeeping Obligations The contents of this Spotlight have been prepared for informational purposes only, and should not be construed as legal or compliance advice. Advisors have
More informationRecords Management Policy
Department of Environmental Management Records Management Policy A Report of the Records Management Policy Working Group Primary Author: Thomas Getz, Ombudsman Revised May 25, 2004 (Appendix H, H-1) ACKNOWLEDGEMENTS
More informationWhat We ll Cover. Defensible Disposal of Records and Information Litigation Holds Information Governance the future of records management programs
What We ll Cover Foundations of Records and Information Management Creating a Defensible Retention Schedule Paper v. Electronic Records Organization and Retrieval of Records and Information Records Management
More informationRECORDS MANAGEMENT POLICY MANUAL
RECORDS MANAGEMENT POLICY MANUAL National Archives and Records Service of South Africa Department of Arts and Culture National Archives and Records Service of South Africa Private Bag X236 PRETORIA 0001
More informationThe Practice of Internal Controls. Cornell Municipal Clerks School July 16, 2014
The Practice of Internal Controls Cornell Municipal Clerks School July 16, 2014 Page 1 July 18, 2014 Cash Receipts (Collection procedures) Centralize cash collections within a department or for the local
More informationPRESERVATION NEEDS ASSESSMENT PRESERVATION 101
Digital Assets If this section is not applicable to the collection(s) being surveyed, please note that here and move to the next section. Digital collections may include born-digital material and digital
More informationPresented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office.
Presented by Vickie Swam, Director of University Compliance. Records Management is one of the functions supported by the University Compliance Office. 1 Texas Government Code (TAC), Section 441 requires
More informationRECORDS RETENTION AND DISPOSITION SCHEDULE LOCAL HEALTH DEPARTMENTS
RECORDS RETENTION AND DISPOSITION SCHEDULE LOCAL HEALTH DEPARTMENTS Issued By: North Carolina Department of Cultural Resources Division of Historical Resources Archives and Records Section Government Records
More informationBSO Board Director of Human Resources & Corporate Services Digitalisation of records in the Scanning Centre. 21 June 2012
To: From: Subject: Status: Date of Meeting: BSO Board Director of Human Resources & Corporate Services Digitalisation of records in the Scanning Centre For Approval 21 June 2012 The Board is asked to consider
More informationCorporate Records Management Policy
Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management
More informationBasic Records Management Practices for Saskatchewan Government*
Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com
More informationELECTRONIC RECORDS MANAGEMENT
ELECTRONIC RECORDS MANAGEMENT S E S S IO N 5 O F 7 O N R E C O R D S M AN AG E M E N T This training does not constitute a legal opinion or legal advice on the part of the Library, Archives and Public
More information2.82.010 Government records findings--recognition of public policy.
Chapter 2.82 RECORDS MANAGEMENT 2.82.010 Government records findings--recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake County
More information