organizing electronic records
Download
Skip this Video
Download Presentation
Organizing Electronic Records

Loading in 2 Seconds...

play fullscreen
1 / 35

Organizing Electronic Records - PowerPoint PPT Presentation


  • 78 Views
  • Uploaded on

Organizing Electronic Records. Unmanaged Electronic Documents. Total storage up 26% from April 2004 – April 2005 Over one-fourth of the storage is taken up by email Email growth rate is 59% (doesn’t include .pst growth). Steps to management . Create awareness

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Organizing Electronic Records' - inigo


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
unmanaged electronic documents
Unmanaged Electronic Documents
  • Total storage up 26% from April 2004 – April 2005
  • Over one-fourth of the storage is taken up by email
  • Email growth rate is 59% (doesn’t include .pst growth)
steps to management
Steps to management
  • Create awareness
    • Records are Everybody’s Business
      • Email may be records
      • Basic information on what to keep/discard
    • Records Coordinator Training
      • Discussions of file plans
      • Guidance on best practices
      • Information to use for working with departmental staff
next steps
Next Steps
  • Tools
  • Continued awareness
  • Additional training

Departmental File Plan

organizing files
Organizing Files

File Plan

(taxonomy)

Email

Paper

Documents

Electronic

Documents

Documents

in FileNet

Retention Schedule

“Every Information Asset needs an identified life span”

goals
Goals
  • Find documents when you need them.
  • Find the most recent or final document in electronic form.
  • Control use of and edits to documents.
  • Create a tickler file for time sensitive actions.
  • Control the proliferation of superceded draft documents.
  • Organize existing shared workspace.
file plan
File Plan
  • Structure for putting like records together
  • Classifying records into groups
    • File folders
    • Nested file folders
    • Indexes
    • Naming conventions
    • Dates
  • Written
  • Includes procedures
reasons to file classify
Reasons to file/classify
  • Easier retrieval
  • Association of documents to provide continuous record of activity related to a particular matter
  • Put documents with same requirements together
    • Security
    • Same group of users need access
    • Retention requirements
reasons to file classify9
Reasons to file/classify
  • Makes disposition easier
  • Makes it easier to identify records with special requirements
    • Archival value
    • Need for confidential treatment
    • Vital records
good practices
Good practices
  • Consistency in naming practices for files and records
  • Identify records and convenience copies – if possible, don’t file together, or else discard when records have reached retention expiration
benefits
Benefits
  • Fewer duplicates
  • Use less storage
  • Eliminate inconsistencies
  • Everyone on same page
  • No rosetta stone needed to find someone else’s files
  • Easier to train new employees
best practice
Best Practice
  • File plan in a database
  • Same file plan can be used
    • Email folders
    • Paper files
    • Electronic files
    • Committal to document management system
shared folders
Shared Folders
  • Confused, uncontrolled hierarchy of folders and document titles
  • Ad hoc management of documents
  • Little or no metadata
  • Access and security - too much or too little
  • Difficult to identify sequences of documents that relate to one business process
the problems with sharing
The Problems with Sharing
  • Version control
    • Unnumbered drafts, evolving filenames, multiple users, editors, or writers
  • Accumulation of non-records
    • False starts, reference only material, personal notes, communication debris
  • Multiple copies of records
    • Incomplete versions, cut and paste additions
current work practices
Current Work Practices
  • Where do employees currently store electronic documents?
    • PC C-Drive (only personal files!!)
    • Shared Network Directory
    • Personal Network Directory
    • Removable - CD, DVD, flash drive
    • Portable - Laptops, PDAs
current work products
Current Work Products
  • What kinds of documents do employees store, maintain, retrieve?
    • E-mail
    • Correspondence
    • Meeting Notes
    • Draft Policy Documents
    • Presentations
    • Forms
    • Reference
current electronic formats
Current Electronic Formats
  • What electronic formats do employees choose for stored documents?
    • Word Processing
    • Portable Document Format (PDF)
    • Spreadsheets
    • Digital Photographs (JPG)
    • The list goes on…
current organizing framework
Current Organizing Framework
  • How do the files now reside on the network? Are they organized by:
    • Project or Case or Function?
    • Agency File Plan?
    • Individual Preferences?
    • By the plan of the moment?
taking control
Taking Control
  • Enlist Management Support
    • Awareness and plan
  • Designate an E-Workspace Coordinator
    • Central Source of Planning, Direction and Maintenance
  • Create a Network Plan
    • May already exist
  • Develop a File Plan
  • Create Folders
  • Train users
who will use the system
Who will use the system?
  • Identify active users who
    • Create documents
    • Reference electronic documents
    • Work in groups to write and edit
    • Use templates and forms
  • Identify the E-Workspace Coordinator
    • Familiar with the records
    • Knowledge of records management
    • Will be assigned to maintain the E-Workspace
create a file plan
Create a File Plan
  • Identify an organizing principle that will make sense to most of the users.
    • Functional organization
      • Project, Case Files
      • Administrative
        • Personnel
        • Training
        • Travel
        • Litigation
example 1
Example - 1
  • Budget
    • FY 2002
      • Budget Projections
        • Drafts
          • 02PROJ_DFTA.xls
        • Final
          • 02PROJ_FINL.xls
      • Expenditures
      • Contracts
        • Closed, Completed
          • NAME01_CON.wpd
        • Open, In Progress
        • Drafts
        • Correspondence
example 2
Example - 2
  • FY2002
    • Contracts
        • Closed, Completed
          • NAME01_CON.wpd
        • Open, In Progress
          • NAME99_CON.wpd
        • Drafts
          • NAME02_DFT_CON.wpd
        • Signed Correspondence
          • 03032002_LTR.pdf
          • 04152002_MEM.pdf
example 3
Example - 3
  • Contracts
    • FY2002
        • Closed, Completed
          • NAME01_CON.wpd
        • Open, In Progress
          • NAME99_CON.wpd
    • FY2003
        • Closed, Completed
          • NAME03_CON.wpd
        • Open, In Progress
          • NAME02_CON.wpd
alternative plan considerations
Alternative plan considerations
  • Identify an organizing principle that will make sense to most of the users.
      • Mission related activities broken into sub-groups
      • Project Name
        • Drafts
        • Reference Materials
        • Documentation
      • Case Number
        • Document type
        • Date
naming conventions
Naming Conventions
  • Consistency in naming folders/files
    • Assists in providing maintenance
    • Assists in locating files
    • Assists in determining ownership
  • Controlled vocabulary
    • Clear mnemonic filenames
    • Eliminates use of synonyms
    • Restricts use of personal names
    • Keep short
    • Relates to organization’s paper records indexes
  • Document procedure and rules
control versions
Control Versions
  • Naming suffixes (DFT, FNL)
  • Numbering suffixes (001, 002)
  • Benefits
    • Indicates versions that can be deleted
    • Clearly identifies final documents
maintenance and change management
Maintenance and Change Management
  • Actively oversee the life of the e-files
    • Maintain relevant documents.
    • Delete documents that no longer have a useful life.
    • Maintain an updated E-File Plan.
    • Train and engage the cooperation of new staff.
    • Add new folders for new program areas.
    • Go with the paper flow in electronic form.
basic steps
Basic Steps
  • The vocal support of management.
  • A written plan.
  • A written agreement on procedures and protocols among users.
  • Assign an E-workspace coordinator.
  • Get assistance from Records Manager or IT.
  • Maintain, update, change E-workspace as the paper workplace changes.
references
References
  • National Archives and Records Administration
    • www.archives.gov
  • Electronic Desktop Management Guidelines. Harvard University Archives. 2001.
    • http://hul.harvard.edu/rmo/downloads/ElectronicDesktop ManagementGuidelines.pdf
slide34
Demo
  • Rhonda Lands
general info
General Info
  • Revised timeframe for meetings/schedule revisions
  • Disposition logs
  • Time and leave records change in the works
  • Electronic Records Management team
  • Advisory committee
  • Fun meeting planned for next month
    • Interactive
    • Door prizes
ad