Ana S. Aquino-Perez, WisDOT Records Officer Tuesday, February 17, 2015 Madison, WI.
-
Upload
ashlyn-monica-dorsey -
Category
Documents
-
view
229 -
download
1
Transcript of Ana S. Aquino-Perez, WisDOT Records Officer Tuesday, February 17, 2015 Madison, WI.
Archiving Records OffsiteUsing the State Records Center (SRC)
Ana S. Aquino-Perez, WisDOT Records Officer
Tuesday, February 17, 2015 Madison, WI
Recorded information, in any format (paper, electronic, audio/visual, calendars, maps) created or received by a state employee and/or agency in the transaction of business*
Serve as evidence of the agency’s functions, policies, decisions, procedures, obligations and/or operations.
*full definition of a record found in Wis. Stats. 16.61
2
What Is A Record?
Records Are: Created in the course of business
correspondence and memos (paper and electronic), agreements, studies, reports
Received for actionInformation requests, controlled correspondence, open records requests
Mandated by statute, regulation, or federal guidelinesstatutorily required programs, administrative records, dockets
3
A Record
Documents state activitiescalendars, meeting minutes, project reports
Supports financial obligations or legal claimsgrants, contracts, litigation case files, or audits
Communicates agency requirementsguidance documents, policies, procedures
4
Where Might Records Occur? Email Social media such as Facebook and Twitter Websites Videotapes/DVDs Webcasts/Webinars Calendars Documents, spreadsheets, databases Voicemail Personal devices if used for agency business Audio recordings
5
What Records Do You Have?Examples are: Project/business related correspondence Program-related documentation Teams, projects, committees, or workgroup
documentation Activity and project reports Contracts Invoices AsBuilts Project diaries
6
What Is Not A Business Record?
7
Reference materials and stock copies vendor catalogs, phone books, “how to” documents, agency
publications, blank forms
Duplicate copies copies of records (paper or email) used for convenience or reference
purposes only
Drafts or working papers draft documents without substantive comments, rough notes,
calculations
General announcements and unsolicited email (internal or external) reminders received by all staff, listserv messages, spam
Recognize and manage records created as part of your job duties
Protect and save state records you create and use File hard copy and electronic documents (use agency file plan if
applicable) Maintain confidential and sensitive information appropriately Retain records the appropriate length of time Dispose of information that is not a record Dispose (or transfer) records which have met their retention time Know where to go for help
What are your records responsibilities?
8
Lifecycle of a Record
9
What Is A Retention Schedule?A records management policy that groups and describes related records and mandates how long records are kept (retention) and what happens to records at the end of that time period (disposition)
Retention schedules may be statewide General Records Schedules (GRS) or agency specific Retention Disposition Authorizations (RDAs)
10
11
12
Managing Inactive Records Inactive Records
Have not reached the end of their life/retention.
Are accessed infrequently. Must be kept for period authorized in the
RDA. Could be stored in-house or offsite until
disposal.
Managing Inactive Records In-House Storage
Business area responsible for managing records.
Must ensure records are protected for remaining retention period.
Confidentiality must be safeguarded. Must follow RDA still. Disposal must be done according to
RDA.
Offsite Storage
RDA required Continued access & retrieval needed Maintain detailed indexing – box and folder
contents Records originator – continued responsibility
and accountability Access authorization required
State Records Center (SRC)
Provides a safe and environmental controlled environment for inactive records.
Provides confidential disposal at the end of retention.
17
Determine the appropriate contents RDA required Records with same retention dates Label box appropriately List contents accurately Don’t pack junk, duplicates, etc Pack files tightly, but leave wiggle
room
Packing Records for Storage
18
19
Projects Archival Submittal Process Box your records and label appropriately Use provided local program templates to list records Enter box information in template under appropriate
RDA Do not include information from past submittals Send list as a spreadsheet to David Stertz and Hill
Farms Central Office Files for SRC archiving Keep copy of submittal for your files Schedule delivery of boxes to the regions with LPPM Schedule delivery of boxes to Hill Farms
20
Sandra Villiesse @ 262-548-8649; Email: [email protected]
Dave Stertz @ 608-267-9641 Email: [email protected]
Paul Miller @ 608-266-3630 Email: [email protected] WisDOT’s Records Officer, Ana Aquino-Pérez;
@ (608) 266-5290; Email: [email protected]
WisDOT’s Division Records Coordinators
http://dotnet/bmsrecords/reccoor.htm
Contacts and resources
21
Questions ?????
22