RECORDS MANAGEMENT AND ARCHIVES PROGRAM
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1 RECORDS MANAGEMENT AND ARCHIVES PROGRAM Preserving Yesterday, Managing Today, and Preparing for Tomorrow Presented by: Jeffrey Pransky Ernie Gomez
2 When records are well managed, agencies can use them to assess the impact of programs, to reduce redundant efforts, to save money, and to share knowledge within and across their organizations. In these ways, proper records management is the backbone of open Government. Barrack Obama (November 2011 ) Presidential Memorandum: Managing Government Records
3 Overview 1) Records Management: 1963 to ) Research & Development 3) Where we are now 4) Our Future: Vision, Mission, and Goals
4 Overview 1) Records Management: 1963 to ) Research & Development 3) Where we are now 4) Our Future: Vision, Mission, and Goals
5 The Proposal Amending Ordinance 4099
6 Reinvented Ordinance 4099 Art , 1942 Ordinance , 1964 Ordinance , 1968 Ordinance , 1971 Ordinance , 1975 Ordinance , 1995
7 Action
8 2013 Records Management and Archives Program CEO relinquishes program to the Registrar-Recorder/County Clerk Ordinance
9 Overview 1) Records Management: 1963 to ) Research & Development 3) Where we are now 4) Our Future: Vision, Mission, and Goals
10 Researched Legislation California Codes Code of Federal Regulations Other Legislative Resources: - California Secretary of State - Local Jurisdiction Citations - County Fiscal Manual ( ) - Individual County Agencies Internal Services Department Auditor Controller CEO RR/CC Legislation Unit
11 Researched Associations / Affiliations - ARMA International - Association of Records Managers and Administrators - NARA - National Archives and Records Administration - AIIM - Association for Information and Image Management - The Institute of Certified Records Managers
12 Comparative Programs & Resources - King County, Washington Department of Executive Services; Records, Animal & Licensing Services Division (RALS); Records Management & Archives Program - Riverside County, California Assessor-County Clerk-Recorder; Records Management and Archives Program - City of Los Angeles, California Office of the City Clerk; Records Management and Historical Archives Division
13 Collaborated with CEO, County Counsel & CIO - Agreed upon the definition of a record and non-record - Coordinated with CEO, Deloitte, County Counsel & CIO in the development of record retention schedules - Contacted several core departments to validate schedule citation codes and record descriptions
14 For the Record. Any recorded information on electronic, paper, photographic or any other media that is created, prepared, executed, produced, received, distributed or maintained pursuant to law, regulation, and/or in the normal course of doing County business and is kept as evidence of that activity.
15 Applies to.. This definition applies to all records maintained in County offices, storage areas, electronic systems and storage devices. These devices include networked servers, mainframes, data warehouses, storage area networks, electronic data interchanges, imaging and document management systems, personal computers, laptops, internal or external hard drives, magnetic tapes, optical disks and any other system or device used to perform County business.
16 Examples of Non-Records Non-Records: The following are not considered records: Duplicates of an Official Copy record made solely for convenience or reference Working papers, notes, draft versions, including but not limited to discussions used to develop the finalized Official Copy of a record, unless they are specifically required to be retained by the Program, law, regulation, or order Stocks of publications and blank forms Material intended solely for reference or exhibition Material with no requirement for retention under the Program Such information may be disposed of at any time unless needed as part of a Legal Hold.
17 To Keep or Not to Keep... Is that Your Question?
18 RETENTION SCHEDULES County Departments will utilize two types of Retention Schedules. 1) General Records Retention Schedule: Records which apply to all County Departments.
19 RETENTION SCHEDULES 2) Department Records Retention Schedule: Record types which exclusively apply to a single Department.
20 GRRS Update Initial Revision of GRRS Consolidating Record Series
21 AUTHORITY RESEARCH Adding Legal Citations Revising Retention Periods Government Code Rule of 2 Justifying Permanent Records Cross-Referencing other Jurisdictions
22 Overview 1) Records Management: 1963 to ) Research & Development 3) Where we are now 4) Our Future: Vision, Mission, and Goals
23 Records Management Role - Meet with department coordinators for implementation of Countywide program - Prepare Records Management policies, procedures, and program documents for Board approval - Explore Enterprise Compliance Solutions to assist in managing records - Initiate Pilot program at RR/CC - Oversee Records Management and Archives Intranet website
24 Archivist Role - Identify and research records and items of permanent historical value - Develop digital archives policies and procedures for non-paper based records - Develop policy for assessing historical and research value of County records - Provide guidance and assistance with historical research related to the County
25 Records Management and Archives Website
26 Overview 1) Records Management: 1963 to ) Research & Development 3) Where we are now 4) Our Future: Vision, Mission, and Goals
27 Vision Statement To establish and maintain an effective public sector records management program in Los Angeles County and become a leading records management program at the local, state, and national level.
28 Mission Statement To implement a countywide record retention program by fostering collaboration, promoting continuous improvement and implementing innovative tools and technology.
29 Program Short-term Goals (2 years) 1. Increase our expertise and overall understanding to provide increased customer services 2. Modify our organization structure to be able to address Archival Records 3. Successfully pilot an Enterprise Compliance Solution at the RR/CC 4. Have Program Documents and Records Retention Schedules approved by the Board of Supervisors
30 Program Long-term Goals (5 years) 1. Become a one-stop-shop for all of your records management questions and concerns 2. Host semi-annual records coordinator meetings 3. Incorporate Enterprise Compliance Solution Countywide 4. Explore a centralized records management and archives center
31 Comments, Questions?
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