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Employee Record Retention
Jeff BaldwinDepartment of History, Arts & Libraries
Records Management Services
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Introduction
• This is only going to be a general overview of some of the laws in place.
• The administrative need for these records may be longer than the minimum retention period established within the laws.
• Multiple laws may affect the retention period of the same record or file.
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Overview
• Employee Records• Contracts• Medical Records• Workers Compensation• Payroll• Benefits• Retirement
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Job Applications – 1 year
• Title VII of the Civil Rights Act of 1964• American with Disabilities Act of 1990
Both require employers to retain all hiring records, including application files, for 1 year from the date the records were made or the personnel action was taken, whichever is later.
• The Age Discrimination in Employment Act Includes all the above plus inquiries and resumes.
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Personnel Files
• Civil Rights Act of 1964• Americans with Disabilities Act of 1990• Age Discrimination in Employment Act
All three laws state that records relating to employee promotion, demotion, layoffs, recalls, discharges or selection for training must be retained for 1 year from the date of the personnel action.
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Personnel Files (Cont.)
• The Equal Pay Act of 1963 Job descriptions, 2 years
• Family and Medical Leave ActLeaves of absence records, 3 years
• Employee Polygraph Protection ActMust retain the test results and the reasons for administering the test for 3 years
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Personnel Files (Cont.)
• Bullard-Plawecki Employee Right to Know Act, P.A. 397 of 1978
Allows employees access to their personnel files.Specifies what not to keep in personnel file.Specifies actions to follow if a employee is being investigated for criminal activity.
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Immigration and Naturalization Employment Eligibility Verification Form I-9
• Requires all U.S. employers to complete and maintain for each employee hired after Nov. 6, 1986
• Immigration and Nationality Act of 1952Must be maintained for 3 years from date of hire or 1 year following termination, which ever is longer.
• Must be available for inspection within 3 days from when they are requested.
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Employee Contracts
• The Fair Labor Standards Act of 1938 • The National Labors Relations Act
Both specify a 3 year retention period following termination for employee contracts, including collective bargaining agreements.
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Employee Medical Records
• Employers can maintain medical histories, test results and other medical information about employees, but such records must be filed separately from personnel records.
• Records related to workers employed for less than 1 year need not be retained, if they are provided to the worker upon termination of employment.
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Employee Medical Records (Cont.)
• Retain medical records for 30 years following termination.
• Employee testing for controlled substances or alcohol, should be retained for 1 to 5 years, as defined in 49 CFR 382.401.
• Medical records related to exposure to toxic substances or harmful physical agents should be retained for 30 years.
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Employee Medical Records (Cont.)
• OSHA• MIOSHA (300, 300-A & 301)
Both laws require that certain records be created. They also require that the records be retained for 5 years following the end of the calendar year that they cover.OHSA accepts MIOSHA forms to meet their requirements.
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Employee Medical Records (Cont.)
• MIOSHA Part 470 of the Occupational Health StandardsPart 11 of the Safety & Health Standards
• Available at their website: http://www.michigan.gov/mioshastandards
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Workers Compensation
• Workers Disability Compensation Act of 1969, P.A. 317 of 1969
Allows workers up to 2 years to file a claim.The bureau is required to maintain their files for contested cases for 20 years.
• Workers Compensation website:http://www.michigan.gov/wca
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Payroll
• Equal Pay Act of 1963• Age Discrimination Act
Both laws state that payroll records that indicate employees’ dates of birth, occupations and rates of pay such as time cards, total wages per pay period, additions and deductions from wages paid must be retained for 3 years.
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Payroll (Cont.)
• Federal Insurance Contribution Act• Federal Unemployment Tax Act
Both state that records relating to income taxes withheld from the employees’ wages, including W-4 withholding forms, must be retained for 4 years from the date the taxes are due or paid.
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Payroll (Cont.)
• Just a reminder!As with personnel records, legally mandated retention requirements for payroll records may be shorter than the administrative value of such records.For example, these records may be needed to determine pension eligibility, based upon the employees’ length of service and rate of pay.
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Employee Benefits
• Pension Plans• Disability Plans• Health Insurance Plans
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Employee Benefits (Cont.)
• The Employee Retirement Income Security Act of 1974, (ERISA)
Defines the responsibilities and record keeping requirements.Employers must maintain sufficient records to determine the benefits due to employees.Law does not specify how long employee benefit files must be kept.
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Employee Benefits (Cont.)
• Reciprocal Retirement Act, P.A. 88 of 1961Unique to municipalities. Allows carry over of retiree benefits from 1 municipality to the next.
• Need to make sure records are available that document payroll, beneficiaries, etc.
• http://www.mersofmich.com/
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Employee Benefits (Cont.)• The Health Insurance Portability and
Accountability Act of 1996 (HIPAA), 6 years
HIPAA rules do not contain explicit record retention requirements. However, documentation that would be relevant to showing compliance with the rules would include - health plan instructions to providers, software documentation, contracts, and systems processes.Does refer to the retention requirements of the Privacy and Security Rules, § 164.530(j) and § 164.316(b).Website: http://www.hhs.gov/ocr/hipaa/
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Social Security Act
• Social Security Number Privacy Act, P.A. 454 of 2004
Places strict restrictions on how this information can be used and shared.Requires a privacy policy.Prohibits unlawful disclosure.Established penalties.
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State Resources
• Visit the State of Michigan web portal
• http://www.michigan.gov/
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Additional Resources
• http://www.washingtonwatchdog.org/documents/cfr/index.html
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Additional Resources (Cont)
• Michigan Municipal League (MML)General Schedule #8
• Michigan Townships Association (MTA)General Schedule #10
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Basic Records Management: An Introduction for Local
Governments
Records Management Services
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Course Overview
Records Management in Michigan Records Maintenance Disaster Prevention and Response Preservation Record Reproduction E-mail Retention Litigation and Discovery 10 Steps to Good Records Management
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Origins
1913: Michigan Historical Commission1950: Little Hoover Commission1951: State Office Building Fire1952: Records Management Legislation1954: State Records Center Opens2001-2010: Re-organizationsCurrent: Archives of Michigan, DNRE
Records Management Services, DTMB
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Out of the Ashes…
February 1951
State Office
Building Burns for 3 Days
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Damage Done
Injured 15 firefighters
Over 8000 cubic feet of records and books destroyed
$3 million damage
Top floor destroyed
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Laws
M.C.L. 15.231-15.232Freedom of Information Act, Definitions M.C.L. 18.1284-1292Management and Budget Act, Records Management M.C.L. 399.1-10Historical Commission Act M.C.L. 750.491Penal Code, Public Records
Note: The Michigan Compiled Laws are available online at http://www.legislature.mi.gov/.
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What is Records Management?
Management of the life cycle of a record Creation Storage Retrieval Retention Protection Disposition
Ensures that authentic and accurate information can be retrieved quickly, easily and cost-effectively
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Records Management Principles
If the information is recorded it is a record Public records are evidence of government activities Destruction must be authorized by an approved Retention
and Disposal Schedule Records supporting the same business process need to be
stored together on media that will keep them accessible and usable for the entire retention period
Every employee who creates, receives or maintains official records is responsible for records retention
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Records Management Services
Retention and Disposal Schedule development, review and approval Recordkeeping system consultingMicrofilming and digital imaging services Education and training Disaster prevention and recovery assistance Records Center operations (state agencies only)
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Our Customers
Executive Branch
Legislative Branch
Judicial Branch
Local Governments
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Have you ever contacted the State of Michigan or visited our website to get records management information?
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Public Records
The Michigan Freedom of Information Act (FOIA) (Public Act 442 of 1976, as amended), defines public records as recorded information “prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function, from the time it is created.”
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Records Exist in Many Formats
The medium used to document an official government activity is irrelevant The content of the record determines if it is
evidence of an official government transaction, action, or activity Records can be stored as paper, photographs,
maps, drawings, microfilm, databases, digital images, spreadsheets, e-mail, tweets, etc.
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Retention and Disposal Schedules
Inventory of records series created and maintained by an agency Identify how long records will be kept Identify records with permanent value Identify when certain records can be destroyed Legal documents
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Did you know that Retention and Disposal Schedules provide the only legal authorization to destroy records?
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Determining Retention Periods
Keep records as long as they have: Operational/Administrative Value Fiscal Value Legal Value Historical/Archival Value
Destroy records when their value ceases to exist
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Schedule Approval Process
Approved schedules have the force of law
Schedules are approved by: Agency representative Records Management
Services Archives of Michigan State Administrative Board
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General Schedules
Identify records that are common to a particular function or type of agency Promote consistent retention practices Reduce duplication of effort Already approved for use, local governments are
not required by law to adopt them, but it is recommended Public records not listed on a general schedule
must be listed on an agency-specific schedule
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General Schedules
Do not mandate that records be created Establish retention periods for common records in
case they are created Retention periods are minimums Local governments are encouraged to keep select
records with historical value longer than the minimum Local situations may require that records be kept
longer than the minimum Do not specify the format of the record (paper,
microfilm, electronic, etc.)
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General Schedules
1. Nonrecord Material Defined (approved 11-16-2004)2. Public Schools, Michigan Department of Education
Bulletin No. 522, Revised (approved 9-5-2006) 3. County Registers of Deeds (approved 10-17-2006) 4. County Treasurers (superseded 9-12-2008 by General
Schedule #27) 5. County Social Services (superseded 4-17-2007) 6. County Clerks (approved 5-3-2005) 7. Local Health Departments (approved 10-5-2004) 8. Cities and Villages (approved 4-7-1998, updated 2009)9. County Roads Commissions (approved 8-4-1998)
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General Schedules
10. TownshipsThe Michigan Township Record Retention General Schedule is available from the Michigan Townships Association.
11. Local Law Enforcement (approved 8-2-2005) 16. Trial Courts (approved 11-8-2006) 17. Public Libraries (approved 1-18-2005) 18. Fire/Ambulance Departments (approved 3-6-2007) 19. Prosecuting Attorneys (approved 5-1-2007) 20. Community Mental Health Services Programs (approved
5-1-2007)
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General Schedules
21. County Veterans Affairs (approved 11-6-2007)22. Veterans Trust Fund (approved 12-4-2007)23. Elections Records (approved 10-16-2007)24. City and Village Clerks (approved 11-5-2008)25. Township Clerks (approved 6-17-2008)26. Local Government Human Resources (approved 10-7-
2008)27. County Treasurers (approved 9-12-2008)28. City and Village Treasurers (approved 7-20-2010)29. Township Treasurers (approved 9-1-2009)
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General Schedules
30. Local Government Information Technology (approved 12-1-2009)
31. Local Government Financial Records (approved 4-7-2009)
32. Local Government Parks and Recreation Departments (approved 4-20-2010)
34. Local 9-1-1 Call Centers (approved 7-20-2010)
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New General Schedules
The following schedules for local governments are under development. They will be published on the RMS website when they are approved. Emergency Management (GS #33) Administrative Records (GS #35)
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Agency-Specific Schedules
Cover records not listed on general schedules Records may be unique to a particular agency General schedule may not be available Retention periods are absolute minimum and maximums Format of the record is specified (assume the format is
paper, unless otherwise noted) Specific schedules always supersede general
schedules Agency needs to formally rescind specific schedules if they want
to follow a general schedule instead
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Developing Schedules
Inventory the records in the office Survey filing systems: paper, microfilm and electronic Use inventory forms to collect information (DMB-507)
Determine how long records are needed Complete the Retention and Disposal Schedule form (DMB-
43) Describe the records—why are they created, what information do
they contain
Submit the draft schedule to RMS for review and approval RMS will route the schedule to the approving agencies RMS will return the approved schedule
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Nonrecord Material
Full definition in General Schedule #1. Includes drafts, duplicates, convenience copies,
publications and other materials that do not document agency activities.
Can be disposed of when they have served their intended purpose.
If nonrecord materials are still in an agency’s possession when a FOIA request or discovery hold is received, it needs to be retained.
Sometimes multiple offices possess copies of the same record. Only the “office of record” is responsible for following the retention period that is specified. Duplicates do not need to be retained.
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Why Follow a Retention Schedule?
Risks of keeping records too long Wastes space Harder to find records you need Records must be reviewed for FOIA and litigation
Risks of destroying records too soon Violation of Michigan law Exposes agency to liability if the records are requested
via FOIA or litigation Avoid random record purging by establishing a
routine within the normal course of business
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RMS Does Not Audit for Compliance
Agency is responsible for complying with the records management laws Records Management Services provides the tools and
the training
Agency must weigh risk of non-compliance Inability to produce records that are requested by the
public, lawyers, auditors, etc.
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Questions?
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Record Maintenance
Cost Effective and Efficient
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Record Maintenance
As a general rule, in most offices 30% of records need to be retained but are not
retrieved regularly, and should be moved off-site to low-cost storage
40% of records have met their retention requirements and should be destroyed
30% of records are needed on-site for active reference and retrieval
When was the last time your office reviewed its recordkeeping practices?
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Move 30% off-site
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Inactive Record Storage
Storing paper is cheaper than converting to microfilm and digital imaging Proper environmental conditions (temperature
and humidity controls) and security (fire and theft prevention) are required If storage space is not available within
government facilities then a vendor should be selected
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Record Storage Conditions
Select a fire resistant structure with a detection and suppression system
Install temperature and humidity controls appropriate to the record media
Maintain ventilation and protection from insects and mold Avoid steam, water and sewer pipes Keep shelving away from windows, doors, walls and roof Keep aisle space clear, maintain good lighting of aisles Install shelving above initial flood stage Label record containers to identify contents and “owner” Maintain an inventory of the records stored Identify authorized destruction dates
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Selecting a Records Storage Vendor
Reputable company Security controls Disaster prevention Facility is sound Courier services Company policies Environmental controls Customer services Fees
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Destroy 40%
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Disposition of Records
Effective May 13, 2004, local governments are no longer required to submit a Certificate of Records Disposal (MH-38) to the State of Michigan prior to disposing of public records If the retention period specified on the schedule
has been met, the records may be destroyed or transferred to the Archives of Michigan
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Suspending Destruction
FOIA, Litigation, Audit, Investigation Immediately cease the destruction of all relevant
records (even if destruction is authorized by an approved Retention and Disposal Schedule) If relevant records exist in electronic formats,
notify information technology staff Failure to cease the destruction of relevant
records could result in penalties from state and federal courts
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Confidential Destruction
State of Michigan Contract Requirements: Paper: 5/16 inch particle size
Can be accomplished with pulverization or grinding
Material is recycled
Film and computer disks: 1/35 inch particle size Accomplished with grinding
State of Michigan Master Contract Vendor:Rapid ShredContact: Dave Stevens, DTMB517-373-2107
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Maintain 30% on-site
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Benefits of Being Organized
Effective management does not happen by accident
Result of careful planning and implementation
Goal is more efficient retrieval of information to save time and money--ability to find files days, weeks, months or years after they are created
Easier to share files with co-workers, especially if everyone in the office follows the same rules
Saves storage space Recordkeeping is an on-going
process
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Importance of E-filing
Computers do not require that electronic records be organized, it is the responsibility of the user. Filing folders, file cabinets and labels were
created to organize paper documents and make them easier to find. Files stored on CDs, hard drives and network
servers need to be labeled and organized so people can easily find electronic records.
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Alphabetic Filing Rules
ANSI/ARMA Standard 1-1995 Promotes consistency in: Indexing order Minor words & symbols Punctuation Single Letters and Abbreviations Titles and Suffixes Prefixes Numbers in business names Organizations and institutions Identical Names Foreign Names
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Put These in Alpha Order Mayor’s Office, Prince, Ohio Princess Diana Prince Charles Prince’s Doggie Daycare John Prince 100 Prince Beauty Shop
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Answers
100 Prince Beauty Shop Prince Charles John PrinceMayor’s Office, Prince, Ohio Prince’s Doggie Daycare Princess Diana
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Records Management is Risk Management
Understand the risk of loss--loss is not just inadvertent destruction… Disaster (fire, flood, etc) Intentional and illegal destruction or alteration Security breech (theft, misuse or fraud) System backup process failed Human error Technology obsolescence Deterioration Pests (rodents, insects, etc.)
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What is Negative Impact?
Financial loss Lost opportunity Litigation/audit/investigation System repair/recovery costs Customer inconvenience Lost time/productivity Public embarrassment or scrutiny
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How to Mitigate Risk?
Select appropriate recordkeeping systems (efficient and effective retrieval)
Policies, procedures, documentation Security (inappropriate use or alteration, protect private
information) System backup Redundancy Disaster plan Implement retention routinely in accordance with an
approved schedule Maintain proper storage conditions
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Special Media
Special Considerations
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Media Longevity
Acid-free paper 500 years Acidic paper 100 yearsMicrofilm (silver/polyester base) 500 yearsHardware and software 10 years Most computer technology will become obsolete before
its life expectancy is met, and before the records dependent upon it have fulfilled their retention requirements
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Permanent Records
Stable storage media Acid free paper, folders and boxes Microfilm Black and white photography
Environmental controls Constant temperature and relative humidity See chart in the Records Management Manual
Conservation Suppliers Labs
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Electronic Records
Include digital images, e-mail, databases, word processed documents, spreadsheets, CAD, GIS, web pages, etc. Dependent upon specific hardware and software
to be accessed and usedOriginal technology used to create electronic
records will eventually be obsolete Need to work with information technology staff to
develop preservation plans for retaining electronic records long-term (more than 10 years)
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DisasterDisaster!!
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Types of Disasters in Michigan
Tornado Fire Flooding Burst water pipe Roof cave in Power outageHuman error Infestation Terrorist attack Computer virus
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Vital Records
Records that are absolutely essential to continued operations, and must be protected in case of a disaster Support mission-critical activities (such as
financial records, student records, etc.) Retention period has no bearing on vital record
statusMore than just “important records”
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How to Protect Vital Records
Original Records Vaults, safes and other fire-proof structures
Built-in Dispersal Duplicate copy is maintained in the normal course of business Records are microfilmed for other reasons, besides vital records
protection, and the original microfilm is stored in a secure site
Improvised Dispersal Duplicate copy is made for disaster recovery process only (for
example, paper records are microfilmed and the original copy of the microfilm is stored in an off-site location)
Vital records update cycle Ensure that current and accurate records are retrieved
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Lessons Learned: 2005 Hurricanes
More than 900 state and local governmental entities were in the affected areas
Combined scale and scope of storms was unprecedented
Impacted: transportation, housing, communications, law enforcement, resources, supplies, information
Access: infrastructure and areas were flooded, damaged, or blocked
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Time is of the Essence
Most disaster recovery literature encourages action within 48 hours. Actions started after that may not be successful.
Some businesses and agencies were unable to access their offices and records for two to four months.
Some agencies used media pressure to get authorities to let them into the city to access their facilities.
Some agencies had to use vendors to do inspections due to hazard concerns.
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Orleans Criminal CourthouseOrleans Criminal Courthouse
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Orleans Criminal CourthouseOrleans Criminal Courthouse
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Orleans Criminal CourthouseOrleans Criminal Courthouse
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Orleans CoronerOrleans Coroner’’s Offices Office
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Orleans District AttorneyOrleans District Attorney’’s Offices Office
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Orleans District AttorneyOrleans District Attorney’’s Offices Office
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LibraryLibrary
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Create a Plan for Your Records
http://www.michigan.gov/documents/hal/prep-template_172553_7.pdf Pocket Response Plan includes: Responsibilities Names, contact information Emergency service providers Utility Information
List of additional online resources available from the Records Management Services Talk to emergency responders before you have an
disaster
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Questions?
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Preservation of Historical Records
Archives of Michigan
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Mission
The Archives of Michiganidentifies and permanently preserves public and private records that document significant government activities and historic eras/events.
Historically significant public records: Document how government
operates Protect the rights of citizens Document society or important
events
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Examples of Archival Records
Naturalization records Circuit court case files Tax rolls Sanatorium patient records Poor farm records Property inventory cards
(equalization cards) Log marks registration Licensed professional
registrations
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Transferring Records to the Archives
Check the Retention and Disposal Schedule first Complete the Direct Records Transmittal (MH-85)
and send it to the Archives Archives of Michigan will contact the office to
arrange the transfer
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Benefits of the Archives
Records are made available to public in variety of ways
Acid-free storage containers
Environmentally-controlled storage area
Fire and theft prevention Records are preserved
permanently
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Using Records at the Archives
Monday - Friday (1:00 - 5:00 p.m.) Closed state holidays All records are open to the public, unless they are
confidential Researchers must show picture ID and will be issued a
user card Records are used in a monitored reading room, and
cannot leave the Archives’ facility Questions answered by phone, e-mail, letter and on-site
visit Some items available online
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Depository Agreements
Local governments cannot relinquish legal custody of their public records
Cannot sell the official copy of a public record Under certain conditions, a local government may deposit
(transfer physical custody of) its public records with an alternative institution that is willing to store and provide access to the records
Depository agreement will specify the terms of the arrangement
Model agreement is included in the Records Management Manual on CD
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Examples of Deposited Records
Permanent records that the government agency rarely references Records with historical value that have fulfilled
the minimum retention period listed on the schedule, but are not authorized for transfer to the ArchivesOriginal paper copy when the government agency
will be keeping the microfilm Records that do not contain confidential or
sensitive information
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Potential Alternate Depositories
Public library College/university library or archives Local historical society
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Archives of Michigan
Department of Natural Resources and Environment702 West Kalamazoo StreetLansing, Michigan 48909-8240(517) 373-1408(517) 241-1658 (fax)[email protected]://www.michigan.gov/archivesofmi/
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Questions?
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Record Reproduction
Microfilm and Digital Imaging
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Does your office microfilm any of its records?
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Does your office scan any of its records into digital images?
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Records Reproduction Act
MCL 24.401 - 24.406 Authorizes the reproduction of public records by
Michigan government agencies at all levels Requires that certain technical standards be
promulgated to regulate quality Microfilm Digital imaging Digital migration
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Standards
Standards were promulgated August 2005:
Conversion of Paper or Microfilm to Digital Images
Conversion of Paper to Microfilm
Conversion of Digital Images to Microfilm
“Best Practice” documents explain how and why
these technologies should be used
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Common Threads
Records must…regardless of the format Be authentic Be reliable Have integrity Be usable and accessible
Agency is responsible for the proper management of records and information for the life of the retention schedule Records Management Services is responsible for
providing guidance/direction about compliance
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Common Misconceptions
Electronic storage is cheap Imaging is the best solution CDs will last for 50 years or moreMicrofilm is an obsolete technology Paper storage is expensive Paperless is better
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CD Rot (Wikipedia)
CD rot (or DVD rot) is a common phrase describing the tendency of CD or DVD discs to become unreadable within a few years of manufacture. The causes of this effect vary from oxidation of the data carrying layer to ultra-violetlight damage and debonding of the adhesive used to stick the layers of the disc together. Since much use is made of CDs and DVDs as backup media, the potential impact of data loss is great.
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Storage Costs*
On-site Records Storage: $32.50/cubic foot/ year (cabinet and office space)Off-site Commercial Records Storage: $1.50 -
$3/cubic foot/year (does not include shipping, retrieval or destruction costs)Microfilm Conversion: $174/cubic foot (does not
include microfilm storage) Digital Image Conversion: $225/cubic foot (does
not include data maintenance and migration)
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Paper Filing Systems
Advantages No conversion costs Established filing rules Satisfies long-term storage requirements May be eligible for low-cost off-site storage
Disadvantages No disaster recovery Single user/single location access Expensive to duplicate Easy to misfile or lose
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Micrographics
Benefits Reduce space requirements (~ 98%) Ease of duplication and distribution Preserve information (long-term stability) Minimal system dependence Security/protection (working and security copies) Integrity of records Improve filing and retrieval activity Eliminate misfiles ($125 per incident)
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When to use Microfilm
Records Static Voluminous Long retention period Low retrieval activity Centralized access is sufficient
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Document Imaging
Benefits Reduce space requirements (~ 50,000 pages fit on
a disk) Indexing and cross-referenceHigh speed retrieval Sharing documents across a network or the
internet Easily integrated with document management
systems, databases and other tools
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When to use Document Imaging
Records Static and dynamic VoluminousHigh retrieval activity De-centralized access from multiple locations Simultaneous multi-user access
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Recordkeeping Solutions
Define your problem Define your current processes Identify all potential solutions Destroy unnecessary records Improve indexing/access tools or security Reduce record retention period Eliminate unnecessary or redundant processes/records Off-site storage Microfilm Electronic forms (e-commerce) Document imaging
Analyze/compare the costs of the solutions
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Hybrid Microfilm/Imaging
Digital images satisfy the need for short-term high-volume retrievalMicrofilm satisfies the need for reduced storage
and long-term accessibility, while avoiding digital migration costsMedia can be produced simultaneously or
independently
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Master Contracts
Microfilm conversion (from paper or images) Imaging conversion (from paper or microfilm)Microfilm storageMicrofilm inspection and repair
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Services Provided
Budget Quote – free (with commitment)On-site Review and Analysis – free (with
limitation) Full Review and Analysis – free (with
commitment) Statement of Work Development – free (with
commitment) Products and Services – as determined by the SOW
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Additional Benefits
Contracts were competitively bid (government agencies do not need to re-bid to procure the services) Billing is handled by SOM SOM monitors vendor compliance and resolves
issues SOM expertise and experience SOM develops the SOW to help agencies get the
services they need, instead of the services the vendor wants to sell Peace of mind
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Contact Information
Records Management ServicesJeff [email protected] Sciences, Inc.
Greg [email protected](mention the SOM contract)
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Questions?
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E-mail Retention
Yes. E-mail is a record!
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39 Years Worth of E-mail
E-mail was invented in October 1971 Technology to support sending electronic messages
between computers in different locations
E-mail use increased steadily over the past 20 years, and the trend will continue Today, most employees cannot function
effectively at work without e-mail
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What is the retention period for e-mail? There is no single retention period for all e-mail, just like
there is no single retention period for all paper.
E-mail is a format that a record is stored in.
Retention is based upon the content of the message, and the business process it supports.
If an e-mail message is related to a contract, it needs to be kept as long as all other contract records. If the message is related to a personnel issue, it needs to be kept as long as all other personnel records.
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E-mail Liabilities
In recent years, public officials and government employees have been caught using electronic messaging systems inappropriately, saying things they did not want to be public knowledge, or destroying electronic records illegally. Some have lost their jobs Some have had to pay hefty fines Some have gone to jail
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E-mail is Not Private
Do not write something in an e-mail message that you do not want to see published in the newspaper or on television news reports.
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FOIA
If a message still exists (in active accounts, on backup tapes, etc.) when a FOIA request is received, it must be evaluated by legal staff for release If messages are destroyed on a regular basis, in
accordance with approved Retention and Disposal Schedules, they may no longer exist when a FOIA request is received Agency will not be penalized for not releasing the
record
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Litigation
Immediately cease all destruction of relevant e-mail in active accounts and on backup tapes when litigation is imminent
Government agencies do not want to be charged with destroying evidence
Amendments to the Federal Rules of Civil Procedure went into effect on December 1, 2006
Amendments to the Michigan Court Rules for Civil Procedure went into effect on January 1, 2009 Address the role of electronically stored information as evidence in
federal courts
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Open Meetings Act
A quorum of members of public bodies (as defined by FOIA) cannot use e-mail or social media sites to deliberate issues outside of a public meeting The e-mail and social media accounts of members
of public bodies (elected or appointed) can be eligible for release in accordance with FOIA and can be used as evidence in litigation
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Releasing E-mail
Finding and releasing e-mail can be time-consuming and costly E-mail can be retained in a lot of places, by a lot
of peopleNotify all responsible parties to stop destroying
relevant messages once a request is received or anticipated Keep your records organized Know who has what
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Four Categories of Records
Official Records: recorded information that is prepared, owned, used, in the possession of, or retained by an agency in the performance of an official function.
TO: JoeFROM: JimDATE: February 13, 2009SUBJECT: Contract
Please change the fourth paragraph in contract #10775 to read, “payment must be received within 30 days”, removing the phrase “60 days.”
TO:TO: JoeJoeFROM:FROM: JimJimDATE:DATE: February 13, 2009February 13, 2009SUBJECT:SUBJECT: ContractContract
Please change the fourth paragraph in contract Please change the fourth paragraph in contract #10775 to read, #10775 to read, ““payment must be received payment must be received within 30 dayswithin 30 days””, removing the phrase , removing the phrase ““60 days.60 days.””
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Four Categories of Records
Transitory Records: records relating to agency activities that have temporary value and do not need to be retained once their intended purpose has been fulfilled.
TO: MarilynFROM: DougDATE: March 12, 2009SUBJECT: supplies
I noticed that there are no more blue ink pens in the supply cabinet. Can you please order more? Thanks.
TO:TO: MarilynMarilynFROM:FROM: DougDougDATE:DATE: March 12, 2009March 12, 2009SUBJECT:SUBJECT: suppliessupplies
I noticed that there are no more blue ink pens in I noticed that there are no more blue ink pens in the supply cabinet. Can you please order more? the supply cabinet. Can you please order more? Thanks.Thanks.
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Four Categories of Records
Non-records: recorded information in the possession of an agency that is not needed to document the performance of an official function.
TO: JimFROM: MarilynCC: BriceDATE: October 4, 2009SUBJECT: Contract
For your information, the contract has been mailed to Purchasing.
TO:TO: JimJimFROM:FROM: MarilynMarilynCC:CC: BriceBriceDATE:DATE: October 4, 2009October 4, 2009SUBJECT:SUBJECT: ContractContract
For your information, the contract has been mailed For your information, the contract has been mailed to Purchasing.to Purchasing.
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Four Categories of Records
Personal Records: records that document non-government business or activities. Note: agencies may have policies that prohibit the use of personal e-mail with government technology resources.
TO: All Division EmployeesFROM: John Smith, DirectorDATE: October 29, 2009SUBJECT: holiday
This year’s annual holiday buffet will be held on December 21 at noon in the conference room. Please remember to sign-up to bring a dish to pass.
TO:TO: All Division EmployeesAll Division EmployeesFROM:FROM: John Smith, DirectorJohn Smith, DirectorDATE:DATE: October 29, 2009October 29, 2009SUBJECT:SUBJECT: holidayholiday
This yearThis year’’s annual holiday buffet will be s annual holiday buffet will be held on December 21 at noon in the held on December 21 at noon in the conference room. Please remember to conference room. Please remember to signsign--up to bring a dish to pass.up to bring a dish to pass.
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E-mail Retention
Official Records: Retain according to agency-specific and general schedules
Transitory Records: Retain for up to 30 days
Non-records: Destroy ASAP
Personal Records: Do not use government technology resources
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Who is Responsible for Retention?
Official Records: Senders are the “person of record”Official Records: Recipients may need the record
to support business functions Transitory Records: Retain until task or activity is
completedNon-records: Informational copies do not need to
be retained
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Employee Responsibilities
Decide which messages to keep and which to destroy Empty e-mail trash bins to purge deleted
messages frequently File the messages that are retained in an
organized filing system Identify which retention schedule mandates the
message’s retention or authorizes its destruction
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Management Responsibilities
Ensure that Retention and Disposal Schedules are accurate and comprehensive Adopt and distribute an e-mail retention policy
for staff Adopt and distribute an acceptable use/etiquette
policy Communicate with relevant employees, attorneys
and information technology staff when a FOIA request is received or when litigation appears to be imminent
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Policies
RMS published a model e-mail retention policy (fill-in-the-blank) on our website Defines status of e-mail as records Responsibilities Storage options
SOM Procedure 1460.00: Acceptable Use of State of Michigan Information Technology Resources
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Attorney Responsibilities
Zubulake v UBS Warburg (2004) Counsel must actively oversee and direct the discovery
and preservation process—merely issuing an order or memo is not enough
Counsel must meet with key players in the litigation to ensure they understand their role and duties
Counsel must take steps to protect relevant records Counsel must be familiar with the client’s document
retention policies “The litigation hold instructions must be reiterated
regularly and compliance must be monitored.”
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Information Technology Responsibilities Maintaining a full and accurate inventory of resources that are
used Documenting backup procedures in writing Ensuring a complete and successful backup of data and records Purging backup tapes on a regular basis to ensure that deleted e-
mail messages and other electronic records cannot be recovered Restoring data and records from backup tapes Working with attorneys to protect e-mail messages that are
needed as evidence It may be difficult to fulfill these responsibilities if you use a
private service provider (such as G-mail, Twitter, Facebook, etc.), since you do not have physical custody of the records and do notcontrol their disposition
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E-mail Storage
E-mail software is not intended/designed to be a records storage/retention tool Some government employees are permitted to
use the e-mail system for recordkeeping Some government employees must store messages
outside of the e-mail system for recordkeepingMessages should be stored with the other records
for the business process
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E-mail Storage Options
Print and file messages in a hard copy system –destroy electronic copy Save the messages on a network driveMove messages to the e-mail system’s archive File messages in a Document Management
System’s repository E-mail archiving software
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Storing E-mail
Each option has pros and consNo “one size fits all” solution Information technology staff and management
need to select the option that best fits the available technology and resources Acceptable storage options should be defined in
the e-mail retention policy
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E-mail Retention Checklist
Ask yourself the following questions: Do I need to keep this message to document my work? Is
it evidence? Is the message string completed, or could additional
messages follow that I will want to retain? Are the other records about this topic/issue/case kept in
a hardcopy file or an electronic file? Is this a message that my co-workers are receiving too?
Am I responsible for retention or is someone else responsible?
Should this message be stored in a shared file? Do my co-workers need to access it?
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Am I Effectively Managing E-mail?
Messages still in your e-mail account (inbox and sent mail): Have not been read yet Are related to tasks awaiting further action
Messages that are records are filed (manually or electronically) with other records that document the same business process. Messages that are not records are deleted.
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Tips for Reducing Account Size
Keep it Clean: Make retention decisions right away. The longer you wait to clean out messages, the harder it will be to remember which messages are important.Message Strings: Retain only the last message in
the conversation, if it includes the content of all the previous messages Calendars: Retain appointments for 2 years Trash: Empty trash bin daily
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Other Communications Tools
Instant/Text Messages, Voice Mail, Blogs, Social Media sites, RSS Feeds, etc. Same records management principles apply:
If the communication is recorded it is a record Status about the communication as a public record depends up on the
content Who should retain it depends upon responsibilities of sender/receiver Records supporting the same business process need to be stored
together on media that will keep them accessible and usable for the entire retention period
Records can be a liability or an asset Content created and stored on government resources is not private Resources not owned and managed by government could contain public
records, and these records may become the subject of FOIA requests and litigation
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Additional Resources
Materials on the CD and website Frequently Asked Questions about E-mail
Retention E-mail Retention GuidanceModel E-mail Retention Policy E-mail Storage Options File Plan Template
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More Training
E-mail Retention Class Free web-based user training Course takes 30 minutes to complete Go to
http://www.quicknowledge.com/qk/hal/email Each user must fill out a registration
profile Enter the QuicKey code: EMAILHAL in the
field at the bottom of the registration page Select the State of Michigan E-mail
Retention Training from the course catalog and follow the online instructions
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Questions?
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Litigation and Discovery
Protecting Your Government Agency
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e-Discovery
Discovery is the process in which records are sought, located, secured, and searched with the intent of using them as evidence in a civil or criminal legal case E-Discovery is the process for addressing the
unique issues associated with using electronically stored information (ESI) as evidence
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Court Rules
Federal Rules of Civil Procedure Amended December 1, 2006
Michigan Court Rules for Civil Procedure Amended January 1, 2009
Address the role of electronically stored information (ESI) as evidence in court proceedings.
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Electronically Stored Information
It’s about more than e-mail Desktop e-records (unstructured data) Databases, GIS, CAD (structured data) Data management tools (logs) that track activity Processes for creating, accessing, editing,
destroying ESI Backup tapes are often a target in discovery Deleted files Random Access Memory (RAM)
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Challenges
Volume of ESI is steadily increasingUsers control most aspects of the lifecycle Duplication Disorganization Lack of acceptable use/etiquette controls Technology obsolescence Lack of security Lack of awareness/consequences
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The Trap
Litigation Strategy of Some Lawyers“We write them a letter advising them we are considering litigation, sending it to the lowest level person in their legal group. We know it will take at least a month for this letter to bubble up. After 120 days we actually file the suit. Our first action is to discover e-mail, focusing on finding the e-mail that were created when the initial letter was sent. Typically, these have not been saved, and the backup tapes have already been rotated. We immediately press for a summary judgment based on destruction of evidence.”
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Be Aware
Procedural issues (such as failure to preserve evidence) are decided by judges, not juries. Judges no longer have patience with parties that fail to comply with the FRCP. Imminent Litigation Hold Discovery Normal Course of Business Spoliation (destruction or tampering of evidence) Adverse Inference Preclusion Dismissal Obstruction of Justice Exclusion of Witnesses
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Advance Preparation
It is difficult to know when litigation is imminent and when to place a hold.
Responding to litigation holds is difficult and expensive. Managing a discovery request must begin before a request
is made. Even if your agency never receives a request, preparation remains critical.
Policy, procedures, systems, staff training, and supporting plans must be collaboratively developed by a diverse group of stakeholders to adequately respond to a discovery request.
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Stakeholders
Legal Counsel Should take the lead role
Information Technology Knows were and how the data is stored
Internal Audit Documents compliance with procedures
Records Coordinator Knows record retention requirements, and where non-
electronic records are storedManagement The buck stops here
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Who is at fault?
Employer: did not establish policies, and did not train employees about the policies—employer is at fault Employee: received the policies and the training,
but failed to follow them—employee is at fault Attorney: received notification about litigation,
but failed to notify custodians of the evidence—attorney is at fault IT: did not inventory assets and establish data
maintenance policies—IT is at fault
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Sources for More Information
Sedona Conference http://www.thesedonaconference.org/ Publications
Commentary on Legal Holds: The Trigger and The Process Best Practice Recommendations and Principles for Addressing
Electronic Document Production Best Practice Guidelines and Commentary for Managing
Information and Records in the Electronic Age Commentary on ESI Evidence and Admissibility Best Practices for the Selection of Electronic Discovery
Vendors
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Questions?
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Don’t Feel Overwhelmed…
10 Steps for Getting Started with Record Retention
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First Steps
1. Distribute schedules (agency-specific and/or general) to staff Publish on the agency’s intranet site Brief supervisors about the importance of following
the schedule, expectations and consequences
2. Have staff identify any records that are not listed on an approved schedule Get an agency-specific schedule approved to
authorize their destruction
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Next Steps
3. Training: ensure all staff have some basic awareness of the record retention requirements relevant to their job
4. Separate official records from non-records5. Separate public records from personal
records6. Keep records that document a business process
together
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More Steps
7. Establish a routine (standard operating procedure) for destroying records that have met their retention period as part of your normal course of business
8. Manage e-mail daily Don’t let the volume of e-mail get out of control Don’t employ automatic purging routines Analyze backup systems and procedures
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A few more…
9. Adopt an Acceptable Use Policy for IT resources Distribute to anyone who accesses IT resources (employees,
independent contractors, etc.) Require users to sign a compliance statement or implement a
pop-up screen to acknowledge the policy upon access
10. Understand when it is necessary to suspend the destruction of records FOIA, Litigation, Audit, Investigation Establish procedures for notifying relevant individuals Adopt a FOIA policy and designate a FOIA coordinator
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We can help!
Records Management Services3400 N. Grand River Ave.Lansing, Michigan 48909(517) 335-9132http://www.michigan.gov/recordsmanagement/