Introductory Records and Information Management (RIM) Association of Records Managers and Administrators Vancouver Island (ARMA VI) December 4, 2008 Emily Shrimpton, President
Your ARMA Facilitators Jon Weston Application Developer/RM Consultant File IT Solutions Jweston@fileitsolutions.com 250.590.0164 Ken Oldenburger Oldenburger Consulting koconsult@shaw.ca (250) 881-1237 Ann Cummings, ERMS, Ministry Records Officer Ministry of Forests and Range, Prov of BC Ann.Cummings@gov.bc.ca (250) 387-3446
Housekeeping Course environment Course materials
Session Agenda RIM terminology Legislation, Bylaws, internal policies and procedures RIM theory Classification systems File standards and conventions Records storage Records control Electronic records and media migrations Case studies
RIM Theory What? Why? How Who?
RIM Terminology RIM Records and Information Management EDRMS Enterprise/Electronic Document and Records Management system ERMS Enterprise/Electronic Records Management LGMA Local Government Management Association ARMA Association of Records Managers and Administrators
Legislation and Standards Workers Compensation Act, Employment Standards Act, Motor Vehicle Act, Social Service Tax Act, Financial Information Act, Excise Tax Act, Income Tax Act, Unclaimed Property Act, Workers Compensation Act, Nuclear Safety and Control Act, Canada Pension Plan, Local Government Bylaw Notice Enforcement Act, Community Care and Assisted Living Act, Environmental Management Act, Society Act, Copyright Act, Patent Act, Trade-marks Act, Criminal Records Review Act, Limitation Act, Financial Institutions Act, Human Rights Code, Home Owner Grant Act, Labour Relations Code, Cremation, Interment And Funeral Services Act, Criminal Records Review Act, Community Care and Assisted Living Act, Child, Family and Community Service Act, Dike Maintenance Act, Motor Vehicle Act, Water Act, Emergency Program Act, Fire Services Act -from Colwood LGMA
Bylaws, internal policies and procedures Your municipal bylaws Your organization s policies and procedures Your organization s regulations; standard operating procedures
Why Records Management Control the growth of records Reduce operating costs associated with recordkeeping Improve efficiency and productivity Incorporate new technologies Ensure regulatory compliance
Why Records Management cont d Minimize legal liabilities Safeguard vital information Support better decision-making Preserve corporate memory Foster a greater professionalism within the organization
What is a record? What is a records classification system?
What is a Record? Any Guesses?
Interpretation Act (RSBC 1996, c. 238, s. 29) "record"includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by any means whether graphic, electronic, mechanical or otherwise
Information and Documentation Records Management (ISO 15489-1, 3.15) Records: information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business
ARMA Definition of a Record (www.arma.org/pdf/whatisrim.pdf) Records are the evidence of what the organization does. They capture its business activities and transactions such as contract negotiations, business correspondence, personnel files, and financial statements, just to name a few. Records come in many formats Physical paper Electronic messages Web site content Data in databases
Definitions Similarities & Differences?
Two Types of Records Official or Business Records & Transitory Records
Official &Transitory Records Why should You Care?
Transitory Records Examples?
Transitory Records Duplicates Working papers and drafts Transmittal letters or cover sheets Reproduced or published material from other offices. Catalogues, trade journals, periodicals, etc. Stocks of publications (reports, brochures, plans, etc.) and forms, agendas, minutes
Business Records Reflect decision making Contain policy or procedures Call for a reply or action Document mandated business
Questions?
What s a Classification System? Aka Taxonomy or Records Schedule Policy document Organizes, Manages and Disposes of your Records Standardized Rules (i.e., Consistency)
Basic Components A Descriptive Title to group the records A Retention Period to set a lifecycle to the records A Code to provide a unique identifier for tracking and administration of the records
Classification Sample Operational Records Classification System (ORCS) Provincial Government
Active Retention scheduling Kept in the office for 1) set amount of time or 2) triggering event Semi-Active Stored off-site for set amount of time Final Disposition When no longer required for Legal or Business purposes Destroyed or Archived
Primary Title and Code Scope Note Cross-References Extra Components Office of Primary Responsibility (OPR) File Arrangement Includes/Covers/Examples Retention Notes Other Notes
File methodologies File tracking and identification Naming standards
Alphabetic (file name) Numeric (unique file Id) Terminal Digit Filing methodologies Used when filing by non-sequential or random numbers (SIN, DL, etc) Simpler shelf space management End file room shifting after a purge Merged numbering systems Immediate sense of file location Equalize work assignments
File lists Word tables or excel spreadsheets Generated via ERMS/EDRMS software Classification code (ARCS/ORCS, LGMA, etc) Full file name Date Opened Location /Security
File tracking and metadata Word tables, spreadsheets, databases Managed by ERMS/EDRMS software Can contain audit trails
File tracking and metadata Classification code (ARCS/ORCS, LGMA, etc) Full file name Date opened Location /Security
File tracking and metadata Classification code (ARCS/ORCS, LGMA, etc) Full file name Date opened Location /Security Volume (if necessary) Date created Date closed (cont d)
File tracking and metadata (cont d) Retention/disposition information Vital Record? Security requirements PIB Routinely releasable without review Notes and other searchable metadata
File Naming and Identification Five-digit alphanumeric standard coding system Four letters (first letter of significant words), one number BECA USAM MRES EXEC???? Mineral Act???? Mines Act Board of Examiners for Certificate of Assayers United States of America Mineral Resource Act Executive Committee
File Naming and Identification (cont d) Use existing acronyms UBCM Union of British Columbia Municipalities DMCE Deputy Minister s Committee on Economic Development TACO Telecommunications Advisory Committee???? Aluminum Company of Canada (ALCAN)???? CANWEC Forum Organizing Committee
Color-Coding and Labelling Sample 1: Classification is primary focus Primary Secondary Title/Description
Color-Coding and Labelling Sample 2: Title is primary focus Classification Street name House number
Filing supplies
Records Control and Security
Records maintenance and control (security) Decentralized records/centralized control Working files/drafts Confidential documents Master file list Chargeout procedure / location indicators (out guides) Annual review Physical security Recycling program
Records storage Offsite vs onsite Cost effective and secure storage for semi-active records Volume reduction = increased office records centre efficiency Annual review = remove semi-active and inactive records
Records Disposal In-house Shredding Recycling Commercial services
Puzzled? Questions?
Litigation and your records program BEFORE LITIGATION Ensure that contents of all records are: objective; defensible; and Factual Ensure documentation is complete
Litigation and your records program DURING LITIGATION Records must be provided through Discovery in a full and timely manner Requirement to search diligently Document destruction is halted Obligation to make discovery of documents is ongoing Includes all documents in your organization s power.
Implementation of an EDRMS Build a solid business case and amend as necessary Concept of operations Financial costs benefits Business purpose - timelines Technical infrastructure hardware, software Support
Implementation of an EDRMS Critical success factors: Financial on budget User acceptance buy-in Stable product environment Quick reasonable response time Ease of use once trained (does the job)
Classification scheme Retention schedules Security Matrix Along the road to an EDRMS Implementation Strategy Structured records or unstructured records Physical records or electronic records Implementation timelines Technical training and support internal or external Operations training and support internal or external