RECORDS MANAGEMENT RECORDS MANAGEMENT COMMITTEECOMMITTEE

WORKPLAN 2003 - 2006WORKPLAN 2003 - 2006

MISSION. . .MISSION. . .

The Records Management Committee is The Records Management Committee is dedicated to the efficient management of all dedicated to the efficient management of all County records.County records.

The RMC assists in providing:The RMC assists in providing: Secure, accessible records storageSecure, accessible records storage Maximized utilization of space and other Maximized utilization of space and other

resources resources Ability to provide responsive customer service Ability to provide responsive customer service

regarding County recordsregarding County records Compliance with legal requirementsCompliance with legal requirements

OBJECTIVE OF OBJECTIVE OF RECORDS RECORDS MANAGEMENT. . .MANAGEMENT. . .

Providing the Providing the rightright information to the information to the rightright person at the person at the rightright time at time at the the lowestlowest possible cost. possible cost.

PROGRESS MADE. . .PROGRESS MADE. . . SINCE LAST BOS PRESENTATION:SINCE LAST BOS PRESENTATION: September 17, 2002September 17, 2002

Countywide Document Imaging Policy and Standards adopted. Pilot Countywide Document Imaging Policy and Standards adopted. Pilot scanning programs started in Public Works, Auditor, District Attorney. scanning programs started in Public Works, Auditor, District Attorney. Public Defender office pilot pending. Public Defender office pilot pending. http://mineprod/mine/IS/RecordsManagement/Document ImagingPoliciesandStandards.pdfhttp://mineprod/mine/IS/RecordsManagement/Document ImagingPoliciesandStandards.pdf

CAO approved revised Records Retention Schedules for Library, CAO approved revised Records Retention Schedules for Library, County Clerk, Fire. New Records Retention Schedules for Civil Grand County Clerk, Fire. New Records Retention Schedules for Civil Grand Jury. In progress, new schedule for Public Guardian.Jury. In progress, new schedule for Public Guardian.http://mineprod/mine/IS/RecordsManagement/Index.cfmhttp://mineprod/mine/IS/RecordsManagement/Index.cfm

Records Storage Facility Records Storage Facility Compliance with safety inspections Compliance with safety inspections Completion of installation of heavy duty Completion of installation of heavy duty

shelvingshelvingDestruction Derby September 2002Destruction Derby September 2002

Spring Clean Up Week May 2003Spring Clean Up Week May 20031872 cubic feet of records destroyed1872 cubic feet of records destroyed5735 cubic feet of space saved to date5735 cubic feet of space saved to date

EDUCATIONEDUCATION

Prior Accomplishments: Prior Accomplishments: Records Management Training Classes and ManualRecords Management Training Classes and Manual

http://mineprodmine/is/main/RIDS/RMManual2001.pdfhttp://mineprodmine/is/main/RIDS/RMManual2001.pdf

In Process . . .In Process . . .

Development of Records Management brochure for use in new Development of Records Management brochure for use in new employee orientationsemployee orientations

Records Management Training Video & CD produced by RMC Records Management Training Video & CD produced by RMC and ISTand IST

Portable Scanner for interdepartmental usePortable Scanner for interdepartmental use

WORK PLAN. . .WORK PLAN. . .

A. Continued promotion of Records A. Continued promotion of Records Management countywide:Management countywide:

Incorporate Records Management into Incorporate Records Management into fundamental County operationsfundamental County operations

Include Records Management activities, Include Records Management activities, particularly document imaging, in job particularly document imaging, in job descriptionsdescriptions

Develop job specifications for a future County Develop job specifications for a future County Records ManagerRecords Manager

Add Records Management training to new Add Records Management training to new employee orientationemployee orientation

WORK PLAN. . .WORK PLAN. . .

B. Support Implementation of Technical Solutions

Provide guidelines for document management Provide guidelines for document management for e-mailsfor e-mails

Provide information, training on records Provide information, training on records management softwaremanagement software

Countywide survey re status on imaging, Countywide survey re status on imaging, electronic records, retention and storage; assess electronic records, retention and storage; assess costs/space savings.costs/space savings.

WORKWORK PLAN. . .PLAN. . .

C. Develop Disaster Recovery PlanC. Develop Disaster Recovery Plan

Identify records that are CRITICAL to Identify records that are CRITICAL to County operationCounty operation

Define what is required to protect these Define what is required to protect these records in a disasterrecords in a disaster

Improve systems that are currently in Improve systems that are currently in place.place.

Key to the Key to the Future…Future… Implementing Records Management Implementing Records Management

SolutionsSolutions

Development of long-term strategies for the Development of long-term strategies for the management of County records.management of County records.

Updating Records Retention Schedules and Updating Records Retention Schedules and provide training on their use.provide training on their use.

Adopting appropriate storage solutions for both Adopting appropriate storage solutions for both long-term and permanent records storage, such long-term and permanent records storage, such as imaging.as imaging.

SPRING CLEAN-UP 2003SPRING CLEAN-UP 2003

Saved 1872 cubic feet of storage spaceSaved 1872 cubic feet of storage space

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RMC: We’re here to helpRMC: We’re here to help

Thanks on behalf of the Thanks on behalf of the Records Management Records Management

CommitteeCommitteeDoug Allen, Assessor –Recorder Karen Kindig, LibraryEbrahim Azarbakhsh, Retirement Supranee Mai, Auditor-

Controller Kallie Bechler-La Fleche, Parks Melanie Phelps, H&HS Margaret Bohan, DPW Mark Pioli, Assessor Steve Blair, Probation Deborah Preston, Courts Linda Christman, CAO, Emeritus Karen Richardson, CourtsEffie Cook, Farm Advisor Maria Rohner, County CounselErnest Culver, Auditor Controller Ian Roth, CDAMartha Cushman, IST Diane Sauer, BOSNelly Dolinsek, Public Defender Carol Sewell, District Attorney Helen Donahey, District Attorney Sharon Silver, CDAJennifer Dyment, IST Neva Smith, ProbationPaulette Engler, County Counsel Becky Snyder, BOS Marilyn Filbrun, IST Joe Spaeth, Public DefenderBarbara Guastavino, Sheriff Teri Taketa-Graham, ProbationKathyHaley, Treas/Tax Collector Phoenicia Thomas, FireCarly Halyard, IST Polly Thune, SheriffAnn Keaton, Agriculture Jody Timms, H&HSFrances Kennedy, Courts Kathy Tobin, AssessorSue Kettman, H&HS Sandy White, Human Resources

Joyce Whitney, County Clerk