Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

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Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 www.fgcarma.org

Transcript of Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Page 1: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Donna Read, CRM, CDIA+Florida Gulf Coast ARMA Chapter

September 17, 2013www.fgcarma.org

Page 2: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records are essential to protecting life Medical records allow doctors to treat

patients safely and effectively

Maps and floor plans allow rescue workers to locate victims of disasters

Infrastructure records showing locations of utility lines keep rescue workers safe

Construction records help engineers assess damage to bridges, tunnels, levees

Page 3: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records are essential to protecting property Plats, deeds, and mortgage records establish

ownership of real property

Insurance records help owners recover losses

Probate records and wills prove inheritance

Bank records verify financial assets

Divorce records include property distribution

Page 4: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records are essential to protecting rights School records document educational

attainment

Adoption records establish parental rights

Military service and employment records provide access to pensions and other benefits

Guardianship records protect those who cannot speak for themselves

Page 5: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records are essential to restoring order and resuming operations following a disaster

Businesses need proof of assets, liabilities, contracts, and other legal obligations

Governments need documentation of decisions, regulations, precedents, and lines of succession and authority

Individuals need proof of identity, medical histories, and documentation of assets

Communities need historical records to retain a sense of continuity with the past on which to build a future

Page 6: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

RM is the planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records to achieve adequate and proper documentation of an organization’s policies and transactions, and effective and economical management of operations.

In two words

Operational Efficiency

Page 7: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

“…all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an organization in connection with the transaction of business and preserved or appropriate for preservation by that organization or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities because of informational value of the data in them.” U.S.C. 3301

Page 8: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Program vs. Administrative Records

Permanent vs. Temporary

Page 9: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Program records are the records that directly support the mission of the organization. KFC cares about it’s secret recipe of 11 herbs and spices (part of the KFC mission)

KSC cares about putting orbiters into space –launch codes (part of the NASA mission)

SWFWMD cares about managing water in SW Florida district – maps of wetlands (their reason for existence)

Page 10: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Administrative records are the records created in performing common facilitative functions that support the mission activities, but do not directly document the performance of mission functions.

Administrative records relate to budget, finance, human resources, equipment and supplies, facilities, contracting, etc.

Page 11: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Purchase order Personnel files Travel authorizations and vouchers

Payroll databases Network backup tapes Building utility diagrams

Page 12: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Permanent really means you are going to keep it forever, and ever, and ever…….

Better be the good stuff that really matters

Temporary means you get to get rid of it, eventually….

Better be sure you are making the right decision, you only get to destroy it once

Page 13: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Creation/Receipt

Maintenanceand Use

Disposition

Permanent (1–3%)

to Archives

Temporary (95–98%)

Destroyed

Creation/Receipt

Maintenanceand Use

Disposition

Permanent (2 –5%)

to Archives

Temporary (95–98%)

Destroyed

Page 14: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records Series – like items grouped together (you don’t put finance records with personnel records)

Records Retention Schedule or Disposition Schedule – listing of all records series, descriptions and retention requirements

File Plan – subset of your retention schedule but geared to your area of responsibility

Page 15: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Records

Personal papers

Business information – non-records

Page 16: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Stuff you get to take with you when you leave the organization

Awards you have received

Reference materials you accumulated prior to your current position

Copies of personnel related documents

Private or nonpublic in character

Page 17: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Convenience copies used only for reference

Stocks of publications, handbooks, manuals, maps, etc.

Library or museum materials used for exhibition purposes (not the same as evidence exhibits)

Copies of directives, forms, or correspondence that does not require action, or not needed to document program activities

Page 18: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

These same principles and basics of RM101 need to be applied to records in all formats and medium.

Hard copy (paper/textual)Electronic versionsSystems that hold recordsRecords on the CloudEmail, and social media toolsCollaborative tools

Page 19: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Principle of Accountability

Principle of Transparency

Principle of Integrity

Principle of Protection

Principle of Compliance

Principle of Availability

Principle of Retention

Principle of Disposition

Page 20: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

We care about records because they affect our lives

Records Management is a defined job Records have a lifecycle Records have categories (program vs

administrative, and temporary vs permanent)

Records terminology means something Format doesn’t matter 8 Principles of Records Management

Page 21: Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .

Donna Read, CRM, CDIA+Senior Records Analyst

National Archives and Records Administration

[email protected]

[email protected]

www.fgcarma.org