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“SRIMPing” for Electronic Records

“SRIMPing” for Electronic Records. Deborah Rice. Records Information Analyst. Savannah River Nuclear Solutions, LLC April 18, 2012. 2012 STIP Annual Meeting. Partridge Inn, Augusta, GA. S.R.I.M.P =. System-specific Records Inventory & Management Plan

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“SRIMPing” for Electronic Records

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  1. “SRIMPing” for Electronic Records Deborah Rice Records Information Analyst Savannah River Nuclear Solutions, LLC April 18, 2012 2012 STIP Annual Meeting Partridge Inn, Augusta, GA

  2. S.R.I.M.P = • System-specific Records Inventory & Management Plan • Review process of electronic information systems to document if the system: • Creates • Manages • Stores and/or • Utilizes electronic approval

  3. Why Perform a SRIMP? • To ensure official records are: • Appropriately identified • Assigned correct retention period • Electronically approved in accordance with established guidelines • Stored/managed correctly within the system or • Transferred by approved method to the Records Management Group

  4. History Initiated in 2003 • Increased introduction of electronic databases into business processes • Increased number of hardcopy forms converted to electronic • Increased use of electronic approvals • Found older electronic systems being revised or retired without proper capture of records • Initial focus was on systems that would electronically transfer record information to the archival system (aka “auto loads”)

  5. Initial Challenges • Many systems operating without Records Management knowledge (records not being captured for archival storage) • Could not force system owners to complete the SRIMP • Lack of understanding in determining “record” status of information • Lack of understanding of the SRIMP process

  6. Stats • In the first year, 13 SRIMPs completed – 5 of these were our own systems • On average, only 14 SRIMPs completed yearly between 2003 to 2011 • In 2012, 17 reviews have been completed – an additional 45 new systems have been submitted for review • In 2003, first system to transfer electronic records sent 10K in the first 6 months • 42 systems are now set up to transfer • Have received as many as 50K records in a month • Have received over 343K records electronically within the last 12 months • SRS has been recognized by DOE-HQ as a center of excellence for electronic records and electronic record integration

  7. Process – System Information

  8. Process – System Analysis

  9. Process – Records Analysis • EACH record generated by the system is listed and correct retention is applied

  10. SRIMP Process – Records Analysis (cont.)

  11. SRIMP Process – Records Analysis (cont.)

  12. Auto load Option – Field Mapping Required

  13. Improvements • SRIMP system connected to IT Software Application process • Immediate email notification to Records Management of planned new software. • Approval to Operate (ATO) cannot be obtained until SRIMP status is changed to “complete” and loaded to the IT Software Application. • Eliminated system analysis tab (This information is stored in the IT system and not needed on the SRIMP.) • SRIMP routes to Design Authority (System Owner). Design Authority responsible for completing the records analysis. • Automatic email reminders when SRIMP is overdue.

  14. Improvements – Main Tab

  15. Improvements – Routing Status

  16. Improvements – Records Analysis • Now displays Transfer Method selected for each record. • Attachment section for record examples

  17. Improvements – History • History Tab displays comments at each step

  18. Questions

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