Donna Read, CRM, CDIA+ Florida Gulf Coast ARMA Chapter September 17, 2013 .
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Transcript of 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
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
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
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
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
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
“…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
Program vs. Administrative Records
Permanent vs. Temporary
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)
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.
Purchase order Personnel files Travel authorizations and vouchers
Payroll databases Network backup tapes Building utility diagrams
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
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
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
Records
Personal papers
Business information – non-records
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
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
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
Principle of Accountability
Principle of Transparency
Principle of Integrity
Principle of Protection
Principle of Compliance
Principle of Availability
Principle of Retention
Principle of Disposition
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
Donna Read, CRM, CDIA+Senior Records Analyst
National Archives and Records Administration
www.fgcarma.org