mailcom 2011 records & information management
TRANSCRIPT
MAILCOM 2011- Washington, DC - February 28 - March 3
Course #: OS139
Title: Records & Information Management
Scheduled For: Monday, Round Three, 4:30-5:30 pm
Presented By: William L. Ware, CMDSM Oce Business Services
James P. Mullan, CMDSM
Oce Business Services
MAILCOM 2011 - Washington, DC - February 28 - March 3
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RECORDS & INFORMATION MANAGEMENT
William L. WareJames P. Mullan
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Records Related ?
• 1.6 trillion pieces of paper circulating annually
• 35 hours of work stacked on desks
• 45 minutes per day wasted on searching
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Misfiled Records
• 1 % to 5 % of all records are misfiled.
• It costs approximately $100 to find a misfiled record.
• Searching for misfiled records can waste up to 15 % of a workday.
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Records Studies Show
• 95 % of an organization’s records over three years old are never referred to again
• 85 % of all records are never referred to again once they are filed
• 70 % to 75 % of all correspondence is internal
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RIM Surveys Show !
• 10 % kept for the life of the organization
• 20 % retained currently
• 35 % transferred to storage
• 35 % disposed / destroyed
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Document Handling Costs
• Over 325 billion paper documents are handled by U.S. Businesses each year at an approximate average cost of $0.25 per document.
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Forms Costs
• More than $6 billion is spent on preprinted paper forms in the United States each year.
• For every dollar spent on the form itself, another $60 is spent filling out, correcting, transporting, filing, sorting, and retrieving it.
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Metrics
• 2,500 pages = 1 archive box• 1 CD-ROM (650 MB) = 6 archive boxes• 1 million pages = 400 archive boxes = 80 CDs
• Information held in document form is doubling every 4 years.
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Table of Contents
• WHAT ARE RECORDS ?• WHAT ARE NOT RECORDS ?• WHY DO WE NEED "GOOD" RECORDS ?
• RECORDS MANAGEMENT – a definition
• THE SCOPE OF RECORDS MANAGEMENT THE LIFE CYCLE OF A RECORD
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Table of Contents (cont.)
• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS
• BENEFITS OF RECORDS MANAGEMENT PROGRAMS
• RECORDS VALUES
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Records Values
• Administrative or Operational
• Fiscal or Financial
• Legal or Regulatory
• Historical or Archival
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Table of Contents (cont.)
• LEGAL REQUIREMENTS RELATED TO RECORDS
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Jurisdictions
• Federal Government• 50 States• 8 Territories• 6 Indian Nations• 1 District (Washington, DC)• Foreign Countries
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Code of Federal Regulations
• Over 1500 pages• Title 7 – Agriculture• Title 10 – Energy• Title 12 – Banking• Title 15 – Foreign Trade• Title 16 – Commercial Practices
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Code of Federal Regulations
• Title 17 – Commodity & Securities Exchanges
• Title 21 – Food & Drugs• Title 26 – Internal Revenue• Title 28 – Judicial Administration• Title 34 – Education• Title 39 – Postal Service
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Code of Federal Regulations
• Title 42 – Public Health• Title 46 - Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation
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Table of Contents (cont.)
• INTERNATIONAL RECORDS RETENTION PERIODS
• INTERNATIONAL LEGAL SOURCEBOOKS
• STEP-BY-STEP PLAN FOR ISO9000 COMPLIANCE FOR MULTINATIONAL RECORDS
• COMPONENTS OF THE ISO9000 STANDARDS WITH THEIR RECORDS MANAGEMENT IMPLICATIONS
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International Organization for Standardization
• ISO 9000 Quality Management• ISO 14000 Environmental Management• ISO 15489 Information & Documentation – Records
Management• ISO 22000 Food Safety• ISO 27000 Information Technology – Security
Techniques• ISO 28000 Supply Chain Security
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Table of Contents (cont.)
• RELATED PROFESSIONAL ORGANIZATIONS
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Professional Organizations
• Membership• Contacts• Networking• Links• Certification• Industry / Function Specific• International
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Professional Organizations (cont.)
• Education• Conferences• Seminars• Training• Professional Development• Employment• Advice / Help
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Professional Organizations (cont.)
• Bookstore• Publications• Products• Services• Resources• List Serves
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ARMA International
Association of Records Managers and Administrators
• State & Regional Chapters• International Chapters• Industry Specific Groups• Related RIM Organizations Web Sites• Over 10,000 members
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AIIM
The Association for Information and Image Management
• State & Regional Chapters• International Chapters• Industry Specific Groups• Over 35,000 members
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Storage
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IRON MOUNTAIN
A World Leader in Records Management
“A Professional Guide to Records Retention”
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Schedules
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Records Retention Schedules
• Credit Suisse First Boston• Pfizer• Millennium• Law Firm (sample)
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Table of Contents (cont.)
• FILING CLASSIFICATION
• METRICS
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Key Issues
• Professional Development• Document Management• System Conversions• Legality of Storage Media• Electronic Records Management• International Issues
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Key Issues (cont.)
• Admissibility of Records• Policies & Procedures• Technology Issues –
Hardware & Software• ISO – International Organization for
Standardization• Records Values
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Key Issues (cont.)
• Imaging• Outsourcing• Security• Standards• Systems• Sarbanes-Oxley Act
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Question The Records?
• If no law governs the records ?
• If there is no business need for the records ?
• Can you dispose of the records ?
• What is the risk ?
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Records & InformationManagement
Questions ?
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William L. Ware --- James P. Mullan
Comments ?
MAILCOM 2011 - Washington, DC - February 28 - March 3
Records & InformationManagement
Thank You
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MAILCOM 2011 - Washington, DC - February 28 - March 3
Contact Information
William L. Ware, CMDSMSenior Site ManagerOce Business Services, Inc.Time Inc.1271 Avenue of the Americas, SB 66New York, NY 10020212-522-9258 office212-522-1249 faxE-mail – [email protected]
James P. Mullan, CMDSMNational Operations ManagerOce Business Services, Inc.Chubb & Son15 Mountain View RoadWarren, NJ 07059908-903-2869 office201-779-9355 cell908-903-2027 faxE-mail – [email protected]
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RECORDS POSITIONS
Records Clerk Records Manager
Conversion Specialist Records Specialist