Atlanta ARMA Clean up Day Presentation April 21, Martha W. Adcox, CRM Corporate Records Manager Delta Air Lines, Inc.

Transcription

1 Atlanta ARMA Clean up Day Presentation April 21, 2015 Martha W. Adcox, CRM Corporate Records Manager Delta Air Lines, Inc.

2 Clean Up Day This is a period of time when management visibly supports employees spending the time to apply retention to their records, both electronic and hardcopy. It includes: Retaining records required to conduct company business Keeping records that have a legal or tax hold Sending inactive records to off site storage Destroying records that have met their retention period as designated by the company s records retention schedule, and are not needed for legal/tax hold.

3 RIM House Benefits In addition to helping ensure compliance with the Records Management Policy, some of the benefits of establishing this activity are: Freeing up office and server space. Reducing records storage and processing costs. Improving productivity by being able to more easily find active records needed for day to day operations. Continuing to enhance employees understanding of the need to follow the Records Retention Schedule.

4 One Seamless way to Implement As part of the governance process, establish Records Liaisons or Coordinators Responsible for driving the implementation of the Records and Information Management Program activities across their area of responsibilities. Charter as a committee Examples of responsibilities to show on charter Ensure employees within their business area take any mandatory records management training. Assist in implementing processes to appropriately manage electronic records. Provide business approval for destruction of inactive records stored in off site record center facilities. Lead area efforts around annual clean up day activities. Train Liaisons on Clean up Day process

5 What Records Should be in Scope? Hard copy materials such as: Paper Microfilm X rays Drawings Photographs Electronic files, such as: PC hard drives and Collaboration Sites Tapes and CDs Shared areas / LAN shares External drives and flash devices

6 Items to Consider as You Plan Would it be beneficial to do a pilot? Who should manage the event within the business areas? Do you have Records Liaisons or Coordinators? When is the best time to do this? Companies may want to let each area pick the best time for their group or give a window (for example two weeks) for everyone to pick from.

7 Items to Consider as You Plan How many days should be allowed? Most organizations seem to prefer one day but others may find two more effective. Should you set up a way for questions to be answered during the event? Examples: Hot line to call Tables in cafeteria manned by records management staff Roaming staff

8 Items to Consider as You Plan How should this be marketed? Are posters good? Should a voice message be left on all employees phones the day before the activity? Should an article go in a Departmental newsletter? Do you have an internal network that it can be advertised on? Should an area be set up for unneeded equipment and supplies? Would it be good to tie the event around a theme or an activity? Examples: Halloween, Labor Day, jail, or roach motel.

9 Items to Consider as You Plan Would it be effective to create employee buy in by including: Dress down day Raffles Contest for things like funniest item found and most unusual item found Continental breakfast and/or pizza lunch Chili cook offs (judged by all participants) Give away knick knacks (such as writing pin that says I survived Records Clean up Day )

10 Clean up Day Tool Kit A key item to an effective implementation is development of a Clean up Day Tool Kit. Used by designated people within the company to facilitate the event. Helps to ensure consistency across the company.

11 Clean up Day Tool Kit Includes: Clean up Day Checklist This is a list of responsibilities that need to be accomplished. In large organizations that have record liaisons/coordinators these are steps they normally handle for the areas they are responsible for. Smaller organizations may have one person who does it all. Examples of items on this checklist are: Prior to Clean up Day Determine a clean up day date and a make up day Arrange for shred and recycle bins Order material for off site storage, such as boxes and transmittal forms Order posters and other marketing tools Send out Sr. Management communication Block time on staff s calendars

12 Clean up Day Tool Kit Includes: Clean up Day Checklist (con t) Clean up Day Contact legal department with any questions Contact tax department with any questions Contact corporate records department with any questions Post Clean up Day Gather questions related to the process Identify lessons learned Collect metrics Submit to Corporate Records, if your organization has one:» Date activity was held» Questions» Lessons Learned» Metric spreadsheet

13 Clean up Day Tool Kit Metrics Worksheet This is a sheet used to capture metrics, which help justify the activity. Dependent upon the organization it may be effective to have: Each employee fill out a sheet and then have one person combine the full tally. Have one person complete it for the whole company. Partner with IT to develop the metric process for electronic records.

14 Clean up Day Tool Kit Metrics Worksheet (Con t) Examples of items to collect are: Number of file cabinets emptied Number of shred bin used Number of recycle bins used Number of boxes sent to off site storage Size of shared drive before clean up day Size of shared drive after clean up day Size of hard drive before clean up day Size of hard drive after clean up day Size of network before clean up day Size of network after clean up day Instruction on how to find each of these items should be included. An example for finding the information on the shared drive is: Navigate to and open Computer in the Start Menu. Right click on Shared Drive and select Properties from list. Write down size of Free Space (GB/MB) and Capacity (TB).

15 Clean up Day Tool Kit Communication template for Senior Management This is a template which can be used by all senior management to show support of the program.

16 Clean up Day Tool Kit Employee Presentation A presentation that can be used by all areas to provide an overview of the activity. It should include items such as: What a clean up day is Benefits of this activity What employees should do What should be shred vs. recycled What to send to off site storage

17 Clean up Day Tool Kit FAQs list of frequently asked questions such as: What is a Clean Up Day? What do I do on Clean up day? What records do I keep and what do I throw away? What about records related to litigation or tax audit? How do I handle working drafts? How do I determine what the retention period is for my records? What if my manager insists on keeping records longer than the retention schedule says?

18 FAQs (Con t): Clean up Day Tool Kit Who do I contact for shred containers? How do I dispose of media such as floppy disks, videos and CDs? How do I dispose of 3 ring binders? How do I handle employee personnel files? How do I handle expense reports?

19 Clean up Day Last Thoughts Compile metrics Publish results Continues to help justify RIM Program

20 Clean up Day Last Thoughts Give yourselves a round of applause!