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MINT. M anaging I nformation in N :\Drive T raining. Agenda. Fundamental shift in how we manage SCRD’s electronic records Definitions How to make N drive work Keeping N drive clutter free Comfort break – 5 minutes Controls for N drive Searching for and finding records in N drive

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slide1

MINT

Managing Information in N:\Drive Training

agenda
Agenda

Fundamental shift in how we manage SCRD’s electronic records

Definitions

How to make N drive work

Keeping N drive clutter free

Comfort break – 5 minutes

Controls for N drive

Searching for and finding records in N drive

Information on paper records

How the folders are designed

How the classification system works

adjust mint

AdjustMint

Paradigm shift in saving SCRD’s electronic records

the lgma classification system
The LGMA Classification System

A uniform system of classifying records based on subject.

Provides retention schedules for records.

the new folder structure reflects the lgma classification system
The new folder structure reflects the LGMA classification system

FUNCTION Administration - Unrestricted

PRIMARY 0340 Manuals & Policies

SECONDARY  0340-20 Manuals

case files have been built to reflect the current needs of each department or division
Case files have been built to reflect the current needs of each department or division

FUNCTION Administration - Unrestricted

PRIMARY 0340 Manuals & Policies

SECONDARY 0340-20 Manuals

CASE FILES Administration

 Building/Bylaw

 Community Service

 Fire

why a new structure
Why a new structure?

Easy access. Less time hunting for information.

Simplified finding. All related documents in one place.

Information sharing between staff and departments.

Version control.

To meet legal records requirements.

To meet FOI requirements.

To follow legislated retention rules.

records manage mint

Records ManageMint

Some definitions

records belong to the scrd
Records Belong to the SCRD

All records, regardless of the media, received or created by you during the regular course of business belong to the SCRD.

what is a record
What is a Record?

Books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records

is it a record
Is it a Record?

Was it created in the course of business?

Was it received for action?

Does it document organizational activities and actions?

Is it mandated by statute or regulation?

Does it support financial obligations or legal claims?

Does it communicate organizational requirements?

transitory documents
Transitory Documents

Required for a limited time to ensure the completion of a routine action or the preparation of subsequent record

is it transitory
Is it Transitory?

Does it contain information that is of only immediate or short-term business value?

Is it a duplicate (or c.c.) that was circulated to you strictly for reference purposes?

Is it a draft version that will have no further value once an updated or final version is produced?

commit mint

CommitMint

How to make N:\ work

security for the new share
Security for the new share
  • All staff will have access to everything unless there is a reason not to.
rules for n drive
RULES FOR N DRIVE

Do not delete or move documents UNLESS created or saved by you.

Do not access records if there is no reason to do so

confidential records
Confidential Records
  • Confidential files are locked down.
    • Two sets of similar folders at the Function level will be identified as either RESTRICTED or UNRESTRICTED
  • Confidential records:
    • In-camera minutes and reports
    • Legal advice
    • Payroll and personnel documents
    • Building security
    • Bylaw (and law) enforcement investigations
    • FOI requests
    • Land negotiations prior to finalizing
    • Tenders and quotes prior to selection of winning bid
    • Claims and litigation
how to handle confidential records
How to handle confidential records
  • Save them in the appropriate restricted folder
  • Personnel records:
    • Staff evaluations, grievance investigations, etc.
      • Save in My Documents until complete then print and give to HR
    • Draft schedules
      • Save in My Documents then post in N:\ drive when complete
  • Then delete from My Documents
emails
Emails
  • Emails documenting actions should be filed by the subject.
    • For Example
      • approvals,
      • records of decision,
      • requests for service.
  • Only file final versions – original email and responses.
  • Delete transitory emails.
saving emails
Saving Emails
  • Emails within the SCRD:
    • Sender saves the email and responses
    • Except: [email protected] - whoever receives the forwarded email saves it
  • Emails from outside the SCRD:
    • Receiver saves the email
    • If more than 1 recipient, the first person on the list saves the email
save emails as msg
Save Emails as .msg
  • When saving emails to N:\ drive, they must be in the Outlook Message Format
    • Retains the attachments
    • Retains the metadata
photographs
Photographs
  • Photographs that record SCRD business:
    • Rename to identify content and date. File in the folder that they are related to.
  • Non-record photographs:
    • Photos that don’t document business are not to be filed on N:\. File on the Intranet instead.

Intranet\Internal & External Links\Internal Links\SCRD Photos Folder

templates
Templates
  • Templates are to be saved in N:\
    • Assets & Procurement/1110 Forms/1110-20 Forms & Templates
  • Post the templates and forms to the Intranet for everyone’s access
    • Prevents the possibility of the template being changed or deleted
contain mint

ContainMint

Keeping N: Drive Clutter Free

responsibilities
RESPONSIBILITIES
  • When a document is complete delete
    • DRAFTS (except for drafts that have been approved by the Board)and
    • RESEARCH ITEMS that have no ongoing informational value to staff
  • Always keep documents that record SCRD business
delete transitory documents
Delete TRANSITORY Documents

Working documents, drafts.

Transmittal letters or emails that do not add information to that contained in the transmitted material.

Reproduced or published material received from other offices which require no action and are not required for documentary purposes.

regi mint

RegiMint

Controls for N: Drive

creating new folders
Creating New Folders
  • You will be able to open and save files
  • Only Records Management can create new folders(at any level), although there are a few exceptions.
    • Exceptions: folders that are created on a regular basis too numerous for Records Management to handle.
      • Zoning applications
      • Building permits
      • Bylaws
  • Create a request in the Records Management help desk providing details and reasons for the new folder.
    • On the Intranet under Helpdesks
put documents away so that they can be found
Put documents away so that they can be found.

Use the correct classification and case file folder.

Use naming conventions.

sharing documents within scrd
Sharing Documents Within SCRD

Send a hyperlink

Can not send a file within the SCRD

documents from gis
Documents from GIS

GIS will create the document and save it in

N:\Information Systems & Services\

1310 Information Systems & Services – General

1310-01 GIS Temporary Folder

You will be notified the document is there

You must move it to the appropriate folder

It is a temporary folder and documents will only be stored there for 1 week!

naming conventions
NAMING CONVENTIONS

The year must be included in all titles (YYYY)

Aquatic Schedule 12Aquatic Schedule 2012

2012Aquatic Schedule

Dates must be in the YYYY-MMM-DD format

2012-01-05ISC Agenda

2012-JAN-05 ISC Agenda

short but meaningful
Short but meaningful

Descriptive of the contents of the file (concise) while making sense to others (not too concise).

 Anne’s file

 N Drive N Drive Training 2012

maximum 100 characters
Maximum 100 characters
  • Windows allows 256 characters are allowed; including all folder names (which can be between 85-100 characters).

Administration Unrestricted0390 Conferences, Seminars, Symposia 0390-20 Conferences

  • File names are to have no more than100 characters
slide36

Identify the department (or person) who initiated the document.

 Response to Angry Taxpayer 2012-Dec-31ar Duncan Waste of Tax Money Response 2012-Dec-31

 Infrastructure Duncan Waste of Tax Money Response 2012-Dec-31

slide37

Avoid acronyms and abbreviations unless they are more commonly used than the full name.

 Advisory Com

 Advisory Committee

 Field Rd

 Field Road

 Gibsons and Area Community Centre

 GACC

slide38

Avoid words such as ‘the’ ‘and’ ‘a’ ‘but’ ‘so’ or ‘if’ unless they make the title more understandable. Use ‘and’ if it is needed to clarify the title.

The SCRD

SCRD

Paddleboat Parasailing Concessions

Paddleboat and Parasailing Concessions

slide39

Put common words such as “draft” or “version” at the end of the title.

 Draft Smith Failure to Pay

 Smith Failure to Pay Draft

 V02 2012 Budget

 Budget 2012 V02 (or 2012 Budget V02)

slide40

When you include a number in a title always use a 2 (or 3) digit number (add a zero to the front) to allow proper sorting. Years are an exception.

 Version 2

 Version 02

 CP61 and CP361

 CP061 and CP361

slide41

Capitalize the first letter of each word. Don’t capitalize the entire name.

  • When creating multiple versions of a document, use the same title for all versions.

 N Drive Architecture V01

 N Drive Architecture V02

 N Drive Architecture Final

punctuation
Punctuation
  • Avoid punctuation other than the hyphen or an apostrophe. Punctuation increases the characters of the file name, and if used inconsistently makes searching difficult.

 B.C. Legislation

 BC Legislation

      • BC Legislation-Draft

 St Marys Hospital

 St Mary’s Hospital

accoutre mints

AccoutreMints

Additional information you need to know

my documents
My Documents
  • It is on the network
  • 500 MB limit
  • Remember to empty your recycle bin
  • Over limit consequences
searching for your records
Searching for your records
  • No more than 4 levels to get to your file
  • We will no longer have year folders.
  • Search for your record using Windows Explorer
    • Right click on the start button at the bottom left of the windows screen and select “Open Windows Explorer”
how do i file my documents on the n drive
How do I file my documents on the N: drive?

The logical method: Think about the content of the file and look under the relevant function. Use the Classification List to review categories.

Use the Windows search.

Use the Cheat Sheet to help you convert old categories to new.

Create a shortcut if you are always accessing that file

docu mint

DocuMint

What about our hard copy records

central files
Central Files
  • What goes to Central Files?
    • Master file copy
    • Legal documents
    • Correspondence
  • What doesn’t go to Central Files?
    • Copies
    • Junk mail
inactive records centre
Inactive Records Centre
  • IRC
    • Retrieval requests
    • Urgent requests
    • Giving records to another staff member
    • Overdue notices
original records leaving the scrd
Original Records Leaving the SCRD
  • Originals are not to leave the SCRD
    • (Our) Lawyers requiring originals
      • Ask if a certified copy is acceptable
      • If they must have originals:
        • Advise Records Management
        • Make copies of all documents before releasing them
    • (Our) Consultants asking for documents
      • Ask your manager before releasing them (FOI implications)
      • Provide copies only
public asking for records
Public Asking for Records

Routinely released documents

Freedom of Information requests

arrange mint

ArrangeMint

How the new folders are designed

how do i use it
How do I use it?

Similar to library catalogue.

Broken into categories based on:

Function

Primary subjects

Secondary subjects

function
Function

Large blocks of subjects.

Organized by activity.

Roughly follows departmental responsibilities.

Provides a range of classification numbers.

wonder mint

WonderMint

How the classifications work

primary numbers
Primary numbers

4 digit numbers.

Basic information classifications.

Broken down into a number of secondary headings.

slide58

0220 Appreciation, Complaints, Inquiries

0760 Building Construction

2320 Contracts

3360 Zoning and Rezoning

5360 Solid Waste

6120 Parks – Individual

8710 Ferries

secondary numbers
Secondary numbers

2 digit numbers.

Subject specific.

Some secondary numbers are a case series.

slide60

2830 Volunteers

2830-01 General

2830-02 Accidents, liability & insurance

2830-03 Training and orientation

2830-04 Schedules

2830-20 Current volunteer records

when to use the 01 category
When to use the -01 category
  • Some primaries will have a -01 General folder
  • Use:
    • When the record does not fall into any other secondary heading within the primary.
    • The record deals with two or more subjects in the primary.
slide62

4740 Child Care Services

4740-01 General

4740-20 Individual facilities

case series secondary numbers
Case series Secondary numbers

Group of records with same number exist in series that represent the same kind of event or activity .

In essence a sub-subject.

Use -20 to -90 secondary numbers.

examples of case series
Examples of case series

CommitteesBoard committees are filed in: 0540-20/

Bylaws: 3900-20/

Leases: 2380-20/

Associations: 0230-20/

steps to coding and classification
Steps to coding and classification
  • Determine the subject.
  • Use the cheat sheet

Documents & Forms\ Records Management Forms\\Cheat Sheet for N Drive

  • Look on the intranet:

Documents & Forms\ Records Management Forms\ LGMA Classification Schedule

Documents & Forms \ Records Management Forms \ Classification Schedule Index

what if i can t find the classification
What if I can’t find the classification?

Review functions

Review primary headings

Select appropriate secondary heading

If it fits under primary, but has no specific secondary, use -01.

what if i still can t find it
What if I still can’t find it?
  • Put in a ticket with the Records Management Help Desk.
  • An appropriate classification may not exist .
    • Discuss creating a new classification with Records Management.
  • Only Records Management can create a new classification but everyone can create files.
summary
Summary

Adjust-mint

Records Manage-mint

Commit-mint

Contain-mint

Regi-mint

Accoutre-mints

Docu-mints

Arrange-mint

Wonder-mint

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