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Records Management Program Report. 2-22-2005. Records Management Days. January 15 Paper recycled 2.54 tons (@145 boxes) September 17 Paper recycled 3.15 tons (@180 boxes) Paper shredded - 153 boxes Electronic records deleted from Filenet - 20,700 . Records Coordinator Meetings/Attendance.

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Presentation Transcript

Records management days l.jpg
Records Management Days

  • January 15

  • Paper recycled 2.54 tons (@145 boxes)

  • September 17

  • Paper recycled 3.15 tons (@180 boxes)

  • Paper shredded - 153 boxes

  • Electronic records deleted from Filenet - 20,700


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Records Coordinator Meetings/Attendance

  • January 21 24

  • Records Management Lifecycle

  • March 24 20

  • Vital Records

  • May 12 19

  • Filing Systems

  • July 14 20

  • Electronic Records Management

  • October 22 27

  • Managing Records in the 21st Century, the Challenge and the Opportunity

  • December 12 35

  • Records Management Laws and Terms


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Records Storage

  • Paper

    • Active

    • Inactive

  • Electronic


Paper l.jpg
Paper

Active Records (active records stored in office space)

Inactive Records

  • State Library -

    • 1713 boxes

    • 1523 rolls of microfilm

    • Disaster Recovery Tapes

    • Current months cost - $394.90 paid by OTIS

    • Cost .18 per box

  • CTJ Inactive Records Center

    • 1212 boxes

    • Space available for @140 boxes

    • Plans in process for new controls and easier management of this storage


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Electronic Records

  • (active and inactive in same space)

  • FileNet

    • 100 GB

    • (Average 4 drawer file cabinet holds .5 GB)

    • @200 file cabinets

    • 625,199 documents

    • Storage has decreased during year despite constant additions because it is managed

    • 32,700 documents deleted with authorization during 2004

  • Network storage (includes email and .pst files)

    • 416.95 GB

    • @200 file cabinets

    • Equivalent of over 800 file cabinets

    • Includes the FileNet documents

    • 14247 documents created last week

    • Storage decreased last week by 18.19 GB


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Records Advisory Committee

  • Inaugural meeting 2/8/05

  • Members

    • Helen Bright, Senior Attorney, Chair

    • Beverly Carter, Project Coordinator

    • Joanne Edge, Manager of Human Resources

    • Paula Miner, Manager of Information Systems

    • Sandra Neidhart, Fiscal and Policy Analyst

    • Robin Timmins, Manager of Audits

    • Holly Wright, Policy Coordinator

    • Mary Hilliard, Records Management Coordinator, Ex Officio


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Records Disposition Log

  • Available on web site

  • Word form

  • Comments Requested


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Records Management Training

  • Compliance training for all employees slated for this summer

  • Powerpoint Records are Everybody’s Business is draft of presentation


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