Course #:  OS139 Title:  Records & Information Management Scheduled For:  Monday, Round Three, 4:30-5:30 pm Presented By: ...
. <ul><li>RECORDS & INFORMATION MANAGEMENT </li></ul><ul><li>William  L. Ware </li></ul><ul><li>James  P. Mullan </li></ul>
Records Related ? <ul><li>1.6 trillion pieces of paper circulating annually </li></ul><ul><li>35 hours of work stacked on ...
Misfiled Records <ul><li>1 % to 5 % of all records are misfiled. </li></ul><ul><li>It costs approximately $100 to find a  ...
Records Studies Show <ul><li>95 % of an organization’s records over three  years old are never referred to again </li></ul...
RIM Surveys Show ! <ul><li>10 % kept for the life of the organization </li></ul><ul><li>20 % retained currently </li></ul>...
Document Handling Costs <ul><li>Over 325 billion paper documents are handled by U.S. Businesses each year at an approximat...
Forms Costs <ul><li>More than $6 billion is spent on preprinted paper forms in the United States each year. </li></ul><ul>...
Metrics <ul><li>2,500 pages = 1 archive box </li></ul><ul><li>1 CD-ROM  (650 MB)  = 6 archive boxes </li></ul><ul><li>1 mi...
Table of Contents <ul><li>WHAT  ARE  RECORDS ? </li></ul><ul><li>WHAT  ARE  NOT  RECORDS ? </li></ul><ul><li>WHY  DO  WE  ...
Table of Contents  (cont.) <ul><li>ELEMENTS  AND  FUNCTIONS  OF  RECORDS  MANAGEMENT  PROGRAMS </li></ul><ul><li>BENEFITS ...
Records  Values <ul><li>Administrative  or  Operational </li></ul><ul><li>Fiscal  or  Financial </li></ul><ul><li>Legal  o...
Table of Contents  (cont.) <ul><li>LEGAL  REQUIREMENTS  RELATED  TO  RECORDS </li></ul>
Jurisdictions <ul><li>Federal Government </li></ul><ul><li>50 States </li></ul><ul><li>8 Territories </li></ul><ul><li>6 I...
Code of Federal Regulations <ul><li>Over 1500 pages </li></ul><ul><li>Title  7 – Agriculture </li></ul><ul><li>Title 10 – ...
Code of Federal Regulations <ul><li>Title 17 – Commodity & Securities   Exchanges </li></ul><ul><li>Title 21 – Food & Drug...
Code of Federal Regulations <ul><li>Title 42 – Public Health </li></ul><ul><li>Title 46 - Shipping </li></ul><ul><li>Title...
Table of Contents  (cont.) <ul><li>INTERNATIONAL  RECORDS  RETENTION  PERIODS </li></ul><ul><li>INTERNATIONAL  LEGAL  SOUR...
International Organization for Standardization <ul><li>ISO  9000  Quality Management </li></ul><ul><li>ISO 14000  Environm...
Table of Contents  (cont.) <ul><li>RELATED PROFESSIONAL ORGANIZATIONS </li></ul>
Professional Organizations <ul><li>Membership </li></ul><ul><li>Contacts </li></ul><ul><li>Networking </li></ul><ul><li>Li...
Professional Organizations   (cont.) <ul><li>Education </li></ul><ul><li>Conferences </li></ul><ul><li>Seminars </li></ul>...
Professional Organizations   (cont.) <ul><li>Bookstore </li></ul><ul><li>Publications </li></ul><ul><li>Products </li></ul...
ARMA  International <ul><li>Association of Records Managers  and Administrators </li></ul><ul><ul><ul><li>State & Regional...
AIIM <ul><li>The Association for Information  and Image Management </li></ul><ul><ul><ul><li>State & Regional Chapters </l...
Storage
IRON  MOUNTAIN <ul><li>A World Leader in Records Management </li></ul><ul><li>“ A Professional Guide to Records Retention”...
Schedules
Records Retention Schedules <ul><li>Credit  Suisse   First Boston </li></ul><ul><li>Pfizer </li></ul><ul><li>Millennium </...
Table of Contents  (cont.) <ul><li>FILING CLASSIFICATION </li></ul><ul><li>METRICS </li></ul>
Key Issues <ul><li>Professional Development </li></ul><ul><li>Document Management </li></ul><ul><li>System Conversions </l...
Key Issues   (cont.) <ul><li>Admissibility of Records </li></ul><ul><li>Policies & Procedures </li></ul><ul><li>Technology...
Key Issues   (cont.) <ul><li>Imaging </li></ul><ul><li>Outsourcing </li></ul><ul><li>Security </li></ul><ul><li>Standards ...
Question The Records? <ul><li>If no law governs the records ? </li></ul><ul><li>If there is no business need for the recor...
Records & Information Management <ul><li>Questions ? </li></ul>William  L. Ware   ---  James  P. Mullan Comments ?
Records & Information Management <ul><li>Thank  You </li></ul>
Contact  Information <ul><li>William L. Ware ,  CMDSM </li></ul><ul><li>Senior Site Manager </li></ul><ul><li>Oce Business...
RECORDS  POSITIONS Records Clerk Records Manager Conversion Specialist Records Specialist
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MailCom 2011 Records & Information Management

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MailCom 2011 Records & Information Management

  1. 1. 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
  2. 2. . <ul><li>RECORDS & INFORMATION MANAGEMENT </li></ul><ul><li>William L. Ware </li></ul><ul><li>James P. Mullan </li></ul>
  3. 3. Records Related ? <ul><li>1.6 trillion pieces of paper circulating annually </li></ul><ul><li>35 hours of work stacked on desks </li></ul><ul><li>45 minutes per day wasted on searching </li></ul>
  4. 4. Misfiled Records <ul><li>1 % to 5 % of all records are misfiled. </li></ul><ul><li>It costs approximately $100 to find a misfiled record. </li></ul><ul><li>Searching for misfiled records can waste up to 15 % of a workday. </li></ul>
  5. 5. Records Studies Show <ul><li>95 % of an organization’s records over three years old are never referred to again </li></ul><ul><li>85 % of all records are never referred to again once they are filed </li></ul><ul><li>70 % to 75 % of all correspondence is internal </li></ul>
  6. 6. RIM Surveys Show ! <ul><li>10 % kept for the life of the organization </li></ul><ul><li>20 % retained currently </li></ul><ul><li>35 % transferred to storage </li></ul><ul><li>35 % disposed / destroyed </li></ul>
  7. 7. Document Handling Costs <ul><li>Over 325 billion paper documents are handled by U.S. Businesses each year at an approximate average cost of $0.25 per document. </li></ul>
  8. 8. Forms Costs <ul><li>More than $6 billion is spent on preprinted paper forms in the United States each year. </li></ul><ul><li>For every dollar spent on the form itself, another $60 is spent filling out, correcting, transporting, filing, sorting, and retrieving it. </li></ul>
  9. 9. Metrics <ul><li>2,500 pages = 1 archive box </li></ul><ul><li>1 CD-ROM (650 MB) = 6 archive boxes </li></ul><ul><li>1 million pages = 400 archive boxes = 80 CDs </li></ul><ul><li>Information held in document form is doubling every 4 years. </li></ul>
  10. 10. Table of Contents <ul><li>WHAT ARE RECORDS ? </li></ul><ul><li>WHAT ARE NOT RECORDS ? </li></ul><ul><li>WHY DO WE NEED &quot;GOOD&quot; RECORDS ? </li></ul><ul><li>RECORDS MANAGEMENT – a definition </li></ul><ul><li>THE SCOPE OF RECORDS MANAGEMENT THE LIFE CYCLE OF A RECORD </li></ul>
  11. 11. Table of Contents (cont.) <ul><li>ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS </li></ul><ul><li>BENEFITS OF RECORDS MANAGEMENT PROGRAMS </li></ul><ul><li>RECORDS VALUES </li></ul>
  12. 12. Records Values <ul><li>Administrative or Operational </li></ul><ul><li>Fiscal or Financial </li></ul><ul><li>Legal or Regulatory </li></ul><ul><li>Historical or Archival </li></ul>
  13. 13. Table of Contents (cont.) <ul><li>LEGAL REQUIREMENTS RELATED TO RECORDS </li></ul>
  14. 14. Jurisdictions <ul><li>Federal Government </li></ul><ul><li>50 States </li></ul><ul><li>8 Territories </li></ul><ul><li>6 Indian Nations </li></ul><ul><li>1 District (Washington, DC) </li></ul><ul><li>Foreign Countries </li></ul>
  15. 15. Code of Federal Regulations <ul><li>Over 1500 pages </li></ul><ul><li>Title 7 – Agriculture </li></ul><ul><li>Title 10 – Energy </li></ul><ul><li>Title 12 – Banking </li></ul><ul><li>Title 15 – Foreign Trade </li></ul><ul><li>Title 16 – Commercial Practices </li></ul>
  16. 16. Code of Federal Regulations <ul><li>Title 17 – Commodity & Securities Exchanges </li></ul><ul><li>Title 21 – Food & Drugs </li></ul><ul><li>Title 26 – Internal Revenue </li></ul><ul><li>Title 28 – Judicial Administration </li></ul><ul><li>Title 34 – Education </li></ul><ul><li>Title 39 – Postal Service </li></ul>
  17. 17. Code of Federal Regulations <ul><li>Title 42 – Public Health </li></ul><ul><li>Title 46 - Shipping </li></ul><ul><li>Title 47 – Telecommunications </li></ul><ul><li>Title 48 – Government Contracts </li></ul><ul><li>Title 49 - Transportation </li></ul>
  18. 18. Table of Contents (cont.) <ul><li>INTERNATIONAL RECORDS RETENTION PERIODS </li></ul><ul><li>INTERNATIONAL LEGAL SOURCEBOOKS </li></ul><ul><li>STEP-BY-STEP PLAN FOR ISO9000 COMPLIANCE FOR MULTINATIONAL RECORDS </li></ul><ul><li>COMPONENTS OF THE ISO9000 STANDARDS WITH THEIR RECORDS MANAGEMENT IMPLICATIONS </li></ul>
  19. 19. International Organization for Standardization <ul><li>ISO 9000 Quality Management </li></ul><ul><li>ISO 14000 Environmental Management </li></ul><ul><li>ISO 15489 Information & Documentation – Records Management </li></ul><ul><li>ISO 22000 Food Safety </li></ul><ul><li>ISO 27000 Information Technology – Security Techniques </li></ul><ul><li>ISO 28000 Supply Chain Security </li></ul>
  20. 20. Table of Contents (cont.) <ul><li>RELATED PROFESSIONAL ORGANIZATIONS </li></ul>
  21. 21. Professional Organizations <ul><li>Membership </li></ul><ul><li>Contacts </li></ul><ul><li>Networking </li></ul><ul><li>Links </li></ul><ul><li>Certification </li></ul><ul><li>Industry / Function Specific </li></ul><ul><li>International </li></ul>
  22. 22. Professional Organizations (cont.) <ul><li>Education </li></ul><ul><li>Conferences </li></ul><ul><li>Seminars </li></ul><ul><li>Training </li></ul><ul><li>Professional Development </li></ul><ul><li>Employment </li></ul><ul><li>Advice / Help </li></ul>
  23. 23. Professional Organizations (cont.) <ul><li>Bookstore </li></ul><ul><li>Publications </li></ul><ul><li>Products </li></ul><ul><li>Services </li></ul><ul><li>Resources </li></ul><ul><li>List Serves </li></ul>
  24. 24. ARMA International <ul><li>Association of Records Managers and Administrators </li></ul><ul><ul><ul><li>State & Regional Chapters </li></ul></ul></ul><ul><ul><ul><li>International Chapters </li></ul></ul></ul><ul><ul><ul><li>Industry Specific Groups </li></ul></ul></ul><ul><ul><ul><li>Related RIM Organizations Web Sites </li></ul></ul></ul><ul><ul><ul><li>Over 10,000 members </li></ul></ul></ul>
  25. 25. AIIM <ul><li>The Association for Information and Image Management </li></ul><ul><ul><ul><li>State & Regional Chapters </li></ul></ul></ul><ul><ul><ul><li>International Chapters </li></ul></ul></ul><ul><ul><ul><li>Industry Specific Groups </li></ul></ul></ul><ul><ul><ul><li>Over 35,000 members </li></ul></ul></ul>
  26. 26. Storage
  27. 27. IRON MOUNTAIN <ul><li>A World Leader in Records Management </li></ul><ul><li>“ A Professional Guide to Records Retention” </li></ul>
  28. 28. Schedules
  29. 29. Records Retention Schedules <ul><li>Credit Suisse First Boston </li></ul><ul><li>Pfizer </li></ul><ul><li>Millennium </li></ul><ul><li>Law Firm (sample) </li></ul>
  30. 30. Table of Contents (cont.) <ul><li>FILING CLASSIFICATION </li></ul><ul><li>METRICS </li></ul>
  31. 31. Key Issues <ul><li>Professional Development </li></ul><ul><li>Document Management </li></ul><ul><li>System Conversions </li></ul><ul><li>Legality of Storage Media </li></ul><ul><li>Electronic Records Management </li></ul><ul><li>International Issues </li></ul>
  32. 32. Key Issues (cont.) <ul><li>Admissibility of Records </li></ul><ul><li>Policies & Procedures </li></ul><ul><li>Technology Issues – Hardware & Software </li></ul><ul><li>ISO – International Organization for Standardization </li></ul><ul><li>Records Values </li></ul>
  33. 33. Key Issues (cont.) <ul><li>Imaging </li></ul><ul><li>Outsourcing </li></ul><ul><li>Security </li></ul><ul><li>Standards </li></ul><ul><li>Systems </li></ul><ul><li>Sarbanes-Oxley Act </li></ul>
  34. 34. Question The Records? <ul><li>If no law governs the records ? </li></ul><ul><li>If there is no business need for the records ? </li></ul><ul><li>Can you dispose of the records ? </li></ul><ul><li>What is the risk ? </li></ul>
  35. 35. Records & Information Management <ul><li>Questions ? </li></ul>William L. Ware --- James P. Mullan Comments ?
  36. 36. Records & Information Management <ul><li>Thank You </li></ul>
  37. 37. Contact Information <ul><li>William L. Ware , CMDSM </li></ul><ul><li>Senior Site Manager </li></ul><ul><li>Oce Business Services, Inc. </li></ul><ul><li>Time Inc. </li></ul><ul><li>1271 Avenue of the Americas, SB 66 </li></ul><ul><li>New York, NY 10020 </li></ul><ul><li>212-522-9258 office </li></ul><ul><li>212-522-1249 fax </li></ul><ul><li>E-mail – mailroom@timeinc.com </li></ul><ul><li> </li></ul><ul><li>James P. Mullan , CMDSM </li></ul><ul><li>National Operations Manager </li></ul><ul><li>Oce Business Services, Inc. </li></ul><ul><li>Chubb & Son </li></ul><ul><li>15 Mountain View Road </li></ul><ul><li>Warren, NJ 07059 </li></ul><ul><li>908-903-2869 office </li></ul><ul><li>201-779-9355 cell </li></ul><ul><li>908-903-2027 fax </li></ul><ul><li>E-mail – jmullan@chubb.com </li></ul>
  38. 38. RECORDS POSITIONS Records Clerk Records Manager Conversion Specialist Records Specialist

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