presentation author, 2006 records management basics: the basics, advanced! march 24, 2009
TRANSCRIPT
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Presentation Author, 2006
Records Management Basics:The Basics, Advanced!
March 24, 2009
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Brad Houston, UWM Libraries, 2007
Why Care about RM: The Stick
• It’s the law!
– Wisc. Stats. 16.61: Public Records
– Wisc. Stats. 19.31: Open Records
– FERPA: Protect AND provide access
• Records MAY NOT be destroyed unless they are scheduled!
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Brad Houston, UWM Libraries, 2007
Why Care about RM: The Carrot (Administrative)Time and money saved if records are managed properly
Less need for…
1. File reconstruction
2. Long and/or fruitless search for records
3. Finding extra space (physical and virtual) in the office
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Brad Houston, UWM Libraries, 2007
Why Care about RM: The Carrot (Legal)
It Can Protect Us In Case of An Audit or Investigation
• We have legal cover if investigators seek destroyed
records
• We have evidence on hand for our own legal defense
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Brad Houston, UWM Libraries, 2007
Why Care about RM: The Carrot (Historical/Archival)
It Lets You Preserve The History Of Your Department
Think about it: At our Centennial, will we still know our
history?
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Brad Houston, UWM Libraries, 2007
Part I: Introduction and Useful Definitions
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Brad Houston, UWM Libraries, 2007
What is Records Management?
• The systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.
– (Source: http://www.archivists.org/glossary/term_details.asp?DefinitionKey=200)
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Brad Houston, UWM Libraries, 2007
What is a “Record”?
• Records: Recorded information, in any format, that allows an office to conduct business
– This includes emails and IMs!
– Also documents business processes
• Value of Record determined by content, not format!
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Brad Houston, UWM Libraries, 2007
Records vs. Non-records
Not everything produced by an office is a record
• Duplicate Copies
• Drafts and Informal Notes
• Routing Slips
• Personal Correspondence
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Brad Houston, UWM Libraries, 2007
How do I tell the difference?
Do your records:
• Support or document a transaction?
• Document the formulation or execution of a policy, interpretation of a policy, or change of policy?
• Document Actions taken in response to an inquiry?
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Brad Houston, UWM Libraries, 2007
How to tell the difference, cont.
Do your records:
• Relate to the substantive business of your office or work unit?
• Provide information regarding the historical development of UWM programs or people?
Then Consider Them Records!
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Brad Houston, UWM Libraries, 2007
Is it a Record? A 3-step test
• Is this material related to the duties in my job description?
• Am I, on UW’s behalf, the creator or recipient of the material?
• Is this the official version of the record?
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Brad Houston, UWM Libraries, 2007
If yes to all three…
It is a record!•Public Records = Practice Records Management
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Brad Houston, UWM Libraries, 2007
If no to any of the three…
It is NOT a record!
• Non-records should be removed from University business
tools and offices as soon as possible and on an ongoing
basis
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Brad Houston, UWM Libraries, 2007
Records vs. Non-Records: Examples
• E-mail to contractor clarifying terms: Record!
• Memo notifying a subordinate of committee assignment: Record!
– Sender must retain as record; recipient may delete as appropriate
• Draft of a report: Non-Record!
– The final report will be a record, however
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Brad Houston, UWM Libraries, 2007
What is a “Record Series”?
• A group of similar records that are arranged according to a filing system and that are related as the result of being created, received, or used in the same activity or function
• Copies of same record may belong to different series– determine which is original!
• Functional unit of Records Schedules
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Brad Houston, UWM Libraries, 2007
What is a Records Schedule?
• Also known as Records Retention/Disposition Authorization (RRDA)
• Prescribes length of time to keep records in an office– this is known as the Retention Period
• Provides instructions for disposition (destroy or transfer)
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Brad Houston, UWM Libraries, 2007
A Sample RRDA
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Brad Houston, UWM Libraries, 2007
General Records Schedules
• Records Schedules that apply to multiple offices or campuses
• GRSs exist at division, campus, UW-System, and Wisconsin levels
• Comprehensive List available on RM website
– Key GRSs: Fiscal/Payroll, Personnel, IT
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Brad Houston, UWM Libraries, 2007
Specific Records Schedules
• Records Schedules for specific offices
• Currently approx. 200 offices scheduled
• List of active RRDAs available on RM website
– Contact Records Management to obtain a copy of your schedule
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Brad Houston, UWM Libraries, 2007
Part II: The Records Life Cycle
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Brad Houston, UWM Libraries, 2007
The Records Life Cycle
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Brad Houston, UWM Libraries, 2007
Life Cycle: Creation and Use
• Record is created
• Record is organized into a record series
– Group of similar records related by creator or function
• Record is distributed throughout office or used, as appropriate
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Brad Houston, UWM Libraries, 2007
Creation: Your Responsibilities
• Ensure the record has all useful metadata attached/included
– Subject, recipient, author, date, title
• Determine if record is long-term or short-term, and create accordingly
– File format, storage/delivery medium
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Brad Houston, UWM Libraries, 2007
Life Cycle: Records Maintenance• Records are Filed in office
– See E-records presentation
for some filing hints
• Inactive Records may be
Transferred to Off-site storage
– For records which must be
retained, but which are of
little/no archival value
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Brad Houston, UWM Libraries, 2007
Maintenance: Your Responsibilities
• Determine appropriate record series for files• Classify and store records according to an
organized filing system• Create an inventory of records
– Usually, folder-level is good enough
• Be prepared to retrieve records for various purposes
– Administrative need? Public Records Request?
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Brad Houston, UWM Libraries, 2007
A Brief Note on Filing
• Be Consistent– File similar records in similar ways
• Establish a system early—Alphabetic? Numeric? Chronological? Subject?
• Keep track of dispositions– Mark files by date and type
• Keep records series separate
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Brad Houston, UWM Libraries, 2007
Life Cycle: Disposition
Disposition: when records have reached the end of their useful life for a particular office. Typically one of three options:
• Destruction
• Confidential Destruction
• Permanent Archival Retention
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Brad Houston, UWM Libraries, 2007
Disposition: Your Responsibilities
• Be aware of disposition periods of various records series
• Make arrangements for confidential destruction, as needed
• Prepare records with long-term value for archival transfer
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Brad Houston, UWM Libraries, 2007
Destruction of Records
• Between 95-98 percent of all records should eventually be destroyed
• Disposition step for records with no enduring value
• Confidential Destruction is necessary when records contain sensitive information, such as student or personnel information
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Brad Houston, UWM Libraries, 2007
Litigation Holds
• An important exception to retention schedules!
• Under litigation holds, NO RECORDS in that series may be destroyed for duration
• Legal Affairs and/or Public Record Custodian will inform your office if a hold is placed
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Brad Houston, UWM Libraries, 2007
Archival Retention
• The Archives permanently
preserves records with:
– Enduring administrative
value
– Historical value
• Our goal: document the
history of UWM
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Brad Houston, UWM Libraries, 2007
Part III: Electronic Records
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Brad Houston, UWM Libraries, 2007
Electronic Records• Value of a record determined by content, not format!
Electronic Record Paper Analog
E-mail message Memo, typed letter
E-Form template Form master copy
Museum accessions database
Accession card catalog
Student paper (e-mailed or D2L-submitted)
Student paper submitted in class or via mail
Instant message log Memorandum of conversation
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Brad Houston, UWM Libraries, 2007
Wisconsin Admin. Rule 12• Electronic Records must retain the following
properties throughout their lifecycle:
1. Accessible—You can find it2. Accurate—Reflects the original record3. Authentic—Has not been tampered with4. Reliable--Always produced accurately5. Legible—The letters are clear6. Readable—The content is coherent
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Brad Houston, UWM Libraries, 2007
How should I manage my e-recs?
Short-term/active records: PantherFile• Versioning and Logging produces authenticity
trail• See e-records slides for more detail on these
functions• Coming soon-ish: fully-functional records module
within PantherFile
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Brad Houston, UWM Libraries, 2007
How should I manage my e-recs? Cont.
• Long-Term: Three Options
– On-line storage (within existing system)– Near-line storage (exported to CD,
PantherFile, etc.)– Off-line storage (printed out and filed)
• If historical records: transfer via CD/PantherFile to UWM archives
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Brad Houston, UWM Libraries, 2007
E-mail Records
• The most common type of electronic record
• Should be treated as regular correspondence with respect to records responsibilities
• See e-mail presentation on RM webpage for organization tips
• See also: http://www.uwm.edu/Libraries/arch/recordsmgt/email.html
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Brad Houston, UWM Libraries, 2007
E-mail Records Schedule
• Business Communication: Transitory– Scheduling, mass-emails, CCs, etc.– 7 days or end of admin value and destroy
• Business Communication: Routine– Project correspondence, report drafts, etc.– 6 months after end of project and destroy
• All other emails– Retain/Dispose according to related existing
RRDA
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Brad Houston, UWM Libraries, 2007
E-records Security
• Don’t take home records, or put records on a laptop or USB device that leaves the office
• Maintain a robust password for any account with sensitive information (FERPA info, SSNs, etc.)
• Don’t use UWM email for personal matters, or personal email for UWM matters
• Dispose of records according to record schedule
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Brad Houston, UWM Libraries, 2007
If a security breach occurs...
• Contact appropriate UWM Staff– Information Security (x4040)– Legal Affairs (x4278)– Records Officer (x6979)
• Compile list of potential affected persons– You may be asked to provide this to legal
• Don’t Panic!– You’re neither the first nor the last to do this– Focus on minimizing damage
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Brad Houston, UWM Libraries, 2007
Part IV: What can UWM Records Management do for you?
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Brad Houston, UWM Libraries, 2007
Records Scheduling• RM staff performs records surveys, or
assessments of scheduling needs
• If a new schedule is necessary:
– RM staff will work with your office to determine most appropriate disposition
– The Records Officer will write an RRDA for the approval of your Office/Department Manager
• Schedule records as soon as they are created
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Brad Houston, UWM Libraries, 2007
Records Schedule Updates• RRDAs ‘sunset’, or expire,
every 10 years
– This allows for changes in
format, need, etc.
• Process for renewing RRDAs
same as for creating new ones
• Most offices have expired or
soon-to-expire RRDAs
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Brad Houston, UWM Libraries, 2007
Records Schedule Reference
• http://www.uwm.edu/Libraries/arch/recordsmgt/schedules.html
• Includes links to UWM General Records Schedules, UW-System Schedules, Wisconsin DoA Schedules
– Examples: Personnel, Fiscal/Accounting, Payroll
• Coming soon: all schedules hosted on this site!
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Brad Houston, UWM Libraries, 2007
Records Transfers• Contact UWM Records Management for
assistance with transfers to the Archives• To expedite processing, we suggest:
– Preliminary weeding: drafts, duplicates, etc.– Completion of Records Transfer form–
available on RM website– Completion of Records Inventory: know what
you’re giving to the Archives!• See also:
http://www.uwm.edu/Libraries/arch/recordsmgt/transfer.html
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Brad Houston, UWM Libraries, 2007
UWM Archives is interested in:
• Subject Files (Projects, reports, correspondence)• Publications (Newsletters, posters, flyers)• Minutes (and related material in appendices)• Any other materials that “tell the story” of the
department or of the University as a whole• See also:
http://www.uwm.edu/Libraries/arch/recordsmgt/collection.html
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Brad Houston, UWM Libraries, 2007
Additional Transfer Preparation
• Folder all material– remove binders and other unusual containers
• Box all folders and label boxes
• Maintain original order of the files according to how they were filed in your office
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Brad Houston, UWM Libraries, 2007
Records Retrieval
• Many of our clients require occasional reference to their records after transfer
– Example: Graduate School imaging project
• Contact Records Management for assistance with retrieval of these records.
• May be helpful to designate dept. “courier” for records pickup
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Brad Houston, UWM Libraries, 2007
Confidential Records Destruction
• Your building may have its own shredding bin
– List at http://www.uwm.edu/Libraries/arch/recordsmgt/confiden.htm
• If not, RM staff will pick up confidential records for destruction
• Non-confidential records should be destroyed at your office
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Brad Houston, UWM Libraries, 2007
RM Program Assistance• A dedicated Records Coordinator can be a great
help towards records management compliance
• Make sure that the entire office staff is aware of their Records Management responsibilities
• Office-specific versions of this presentation
• Remote reference service– Records Management help is a call or email away!
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Brad Houston, UWM Libraries, 2007
For More Information
• Records Management Website
– http://www.records.uwm.edu
– Includes general schedules, forms, hints
• Contact Records Management
– 414-229-6979