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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
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
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
records storage
Records Storage
  • Paper
    • Active
    • Inactive
  • Electronic
paper
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
electronic records
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
records advisory committee
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
records disposition log
Records Disposition Log
  • Available on web site
  • Word form
  • Comments Requested
records management training
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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