Records Retention Workshop. Waukesha County June 2016
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1 Records Retention Workshop Waukesha County June 2016
2 Presenters Katie Scanlan, CRM, IGP Centralized Records Supervisor Waukesha County Records Management Ben O Donnell Records Analyst Waukesha County Records Management
3 Agenda - Records Past and Present - Waukesha County Initiatives - Tips and Strategies
4 Records Past and Present
5 The Evolution of the Record OMG did U C? LOL! L8R
6 Historical Highlights - U.S. and Wisconsin U.S Declaration of Independence 1934 National Archives of the U.S Records Disposal Act 1950 Federal Records Act 1967 Freedom of Information Act Wisconsin 1848 Statehood 1849 Wisconsin Revised Statutes 1853 Wisconsin Historical Society 1947 Committee on Public Records 1982 Public Records Law
7 Present Day Challenges Regulatory Compliance Access and Retrieval Efficiency Information Security Privacy Integrity and Authenticity Preservation Destruction Information Overload Cost and Risk Reduction
8 Waukesha County Initiatives
9 Waukesha County Formed in square miles 38 municipalities 390,000 inhabitants County government has about 1,400 employees
10 Records Management Division... Mail Services County Records Center Imaging and Reproduction
11 ... Records Management Division Records Retention Schedules Policies, Procedures and Training Enterprise Content Management
12 ECM Enterprise Content Management Waukesha County as an enterprise government corporation All content: information, in any media or format, used in the course of County business Manage the content through systems, policies and procedures
13 Our Information Universe Physical Network Drive Web Applications
14 ECM Initiatives ECM Policy SharePoint Policy Management Policy Records Management Policy Records Retention Schedules
15 ECM Policy Currently under review for approval Objectives, roles and responsibilities, core principles ECM Governance Committee TACTICAL TEAMS CORE GROUP EXECUTIVE TEAM Program Co- Lead Emergency Prep Corp Counsel Records Management Waukesha County ECM Governance Committee ECM Governance Executive Team ** Director of Administration Corporation Counsel ** Items of Countywide importance and issues not resolved at the core level through consensus will be brought to the County Executive s Cabinet for resolution. Program Co- Lead HHS Risk ECM Governance Core Group Corp Counsel MEO ECM Governance Tactical Teams Help Desk SharePoint County Clerk PLU IT Infrastructure Training DPW Sheriff IT Operations Workflow
16 SharePoint Policy Currently under review for approval Roles and responsibilities Project request process Training and support resources Tactical Team approves the project Department submits a Project Request IT and RM evaluate and discuss with Department IT and RM recommend decision to Tactical Team Tactical Team does not approve the project Tactical Team reports all projects to Core Group IT, RM and Department design and implement the project Core Group reports to Executive Team
17 Management Policy Published in April 2016 Roles and responsibilities Retention and disposition Filing practices
18 Records Management Policy Last published in 2000 Updates in progress Key terms and definitions Roles and responsibilities Records retention schedules
19 Records Retention Schedules Terms and definitions Processes to develop and update Search and browse options
20 Tips and Strategies
21 Records Progress Rules Projects Resources People
22 Records 101 Records
23 Creation or Receipt Active Life: Use and Maintenance The Records Life Cycle Semi-Active Life: Nearby Storage Destruction Inactive Storage Destruction Permanent Preservation
24 Records Inventory
25 Inventory Information Record Series Title Record Series Description Media, Formats, Locations Current Retention / Disposition Practices Current Volume, Annual Accumulation Regulatory Citations
26 Records Retention Schedules List of records and retention periods Apply to records in any media or format General schedule for all departments Departmental schedules for individual business units
27 Determining Retention Periods Administrative Value Legal Value Financial Value Historical Value
28 Records Retention Schedule Design Record Series ID Record Series Title Record Series Description Recordkeeping Requirements Retention Period State Code Authority
29 Know the Rules, Make the Rules Rules
30 Providing Access to Public Records Wis. Stat Declaration of Policy Definitions Legal Custodians Access Times, Locations, Fees Withholding Access
31 Destroying Obsolete Public Records Wis. Stat Public Permanent Authorized and systematic destruction decreases the cost of storage, backup and maintenance reduces the risks of security breach makes it easier to find information when you need it
32 Internal Policies Sending and receiving records Storage media and locations Destruction procedures Security protocols Retention schedule reviews Compliance expectations
33 Adopt and Adapt Available Resources Resources
34 Resources WI Public Records Board
35 Resources Wisconsin Historical Society
36 Resources NAGARA ARMA International Madison Chapter Milwaukee Chapter League of Wisconsin Municipalities
37 Records Management = People Management People
38 Designers Develop records management policies, procedures, and records retention schedules Research, adopt, and adapt existing resources Secure management approval and support Monitor and measure progress
39 Approvers Support records management initiatives Trainers Instruct staff on policies and procedures Doers Comply with policies and procedures
40 Defined Goals = Measurable Success Projects
41 Project Ideas Investigate and make decisions on stashes Brainstorm on paper reduction initiatives born digital, retain digital, destroy digital Cleanup initiatives: network drives, paper, , structured data systems, etc. Track statistics
42 Clean Out the Clutter Not work-related Passed retention periods and not subject to Litigation Hold Duplicate or transitory records that are no longer useful Destruction approved by Public Records Board / Wisconsin Historical Society Can be electronic, paper, multi-media
43 Destruction Decision Tree NO Have I used it in the last year? Can I reasonably expect to use it in the next year? NO Destroy NO Is it an official record? NOT SURE Retain no longer than the official record Is it on Litigation Hold? YES Suspend all destruction until the Hold is released YES Consult records retention schedule Retain / destroy / offer to WHS per records retention schedule
44 Clean Up the Rest Consistent filing practices Naming and dating conventions Destruction review dates
45 Parallel File Structures Recruitment Records Paper Server / Database 2016 Recruitment Position A Correspondence Position B Correspondence Position C Correspondence 2016 Recruitment Position A Applications Received Interview Notes Position B Applications Received Interview Notes Position C Applications Received Interview Notes 2016 Recruitment Position A Job Description Job Posting Applications Received Letters Sent Position B Job Description Job Posting Applications Received Letters Sent Position C Job Description Job Posting Applications Received Letters Sent
46 Celebrate Success Progress
47 Benefits of Records Management Increase Efficiency and Productivity Reduced Costs and Risks Legal Compliance Complete, Accurate, and Reliable Information Protection from Misuse and Unauthorized Access Defensible Disposition Historical Preservation
48 Questions? Thank you!
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