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Records & Information
 

Records & Information

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This presentation will provide an overview of records management related to office services, mail services, support services, and facilities management.

This presentation will provide an overview of records management related to office services, mail services, support services, and facilities management.

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    Records & Information Records & Information Presentation Transcript

    • MAILCOM 2012 - Washington, DC. - April 15-18 Course #: OS 305 Title: Records & Information ManagementScheduled For: Tuesday, Round 10, 3:30-4:30 pmPresented By: William L. Ware, CMDSM Neotek Consulting James P. Mullan, CMDSM Oce Business Services
    • .RECORDS & INFORMATION MANAGEMENT William L. Ware James P. Mullan MAILCOM 2012 - Washington, DC. - April 15-18 2
    • Records Related ?• 1.6 trillion pieces of paper circulating annually• 35 hours of work stacked on desks• 45 minutes per day wasted on searching MAILCOM 2012 - Washington, DC. - April 15-18 3
    • 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. MAILCOM 2012 - Washington, DC. - April 15-18 4
    • 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. MAILCOM 2012 - Washington, DC. - April 15-18 5
    • RIM Surveys Show !• 10 % kept for the life of the organization• 20 % retained currently• 35 % transferred to storage• 35 % disposed / destroyed MAILCOM 2012 - Washington, DC. - April 15-18 6
    • 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. 7
    • 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. MAILCOM 2012 - Washington, DC. - April 15-18 8
    • 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. MAILCOM 2012 - Washington, DC. - April 15-18 9
    • 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 MAILCOM 2012 - Washington, DC. - April 15-18 10
    • Table of Contents (cont.)• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS• BENEFITS OF RECORDS MANAGEMENT PROGRAMS• RECORDS VALUES MAILCOM 2012 - Washington, DC. - April 15-18 11
    • Records Values• Administrative or Operational• Fiscal or Financial• Legal or Regulatory• Historical or Archival MAILCOM 2012 - Washington, DC. - April 15-18 12
    • Table of Contents (cont.)• LEGAL REQUIREMENTS RELATED TO RECORDS MAILCOM 2012 - Washington, DC. - April 15-18 13
    • Jurisdictions• Federal Government• 50 States• 8 Territories• 6 Indian Nations• 1 District (Washington, DC)• Foreign Countries MAILCOM 2012 - Washington, DC. - April 15-18 14
    • Code of Federal Regulations• Over 1500 pages• Title 7 – Agriculture• Title 10 – Energy• Title 12 – Banking• Title 15 – Foreign Trade• Title 16 – Commercial Practices MAILCOM 2012 - Washington, DC. - April 15-18 15
    • Code of Federal Regulations• Title 17 – Commodity & Securities Exchanges• Title 21 – Food & Drugs• Title 26 – Internal Revenue• Title 28 – Judicial Administration• Title 31 – Money & Finance: Treasury• Title 34 – Education MAILCOM 2012 - Washington, DC. - April 15-18 16
    • Code of Federal Regulations• Title 39 – Postal Service• Title 42 – Public Health• Title 46 - Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation MAILCOM 2012 - Washington, DC. - April 15-18 17
    • 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 MAILCOM 2012 - Washington, DC. - April 15-18 18
    • 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 MAILCOM 2012 - Washington, DC. - April 15-18 19
    • International Organization for Standardization• ISO 26000 Social Responsibility• ISO 28000 Supply Chain Security• ISO 31000 Risk Management• ISO 50001 Energy Management MAILCOM 2012 - Washington, DC. - April 15-18 20
    • Table of Contents (cont.)• RELATED PROFESSIONAL ORGANIZATIONS ARMA AIIM PRISM MAILCOM 2012 - Washington, DC. - April 15-18 21
    • Professional Organizations• Membership• Contacts• Networking• Links• Certification• Industry / Function Specific• International MAILCOM 2012 - Washington, DC. - April 15-18 22
    • Professional Organizations (cont.)• Education• Conferences• Seminars• Training• Professional Development• Employment• Advice / HelpMAILCOM 2012 - Washington, DC. - April 15-18 23
    • Professional Organizations (cont.)• Bookstore• Publications• Products• Services• Resources• List ServesMAILCOM 2012 - Washington, DC. - April 15-18 24
    • ARMA InternationalAssociation of Records Managers and Administrators • State & Regional Chapters • International Chapters • Industry Specific Groups • Related RIM Organizations Web Sites • Over 11,000 members 25
    • AIIMThe Association for Informationand Image Management • State & Regional Chapters • International Chapters • Industry Specific Groups • Over 35,000 members 26
    • StorageMAILCOM 2012 - Washington, DC. - April 15-18 27
    • IRON MOUNTAINA World Leader in Records Management“A Professional Guide to Records Retention” 28
    • Records Retention Schedules MAILCOM 2012 - Washington, DC. - April 15-18 29
    • Table of Contents (cont.)• FILING CLASSIFICATION• METRICS MAILCOM 2012 - Washington, DC. - April 15-18 30
    • Key Issues• Professional Development• Document Management• System Conversions• Legality of Storage Media• Electronic Records Management• International Issues MAILCOM 2012 - Washington, DC. - April 15-18 31
    • Key Issues (cont.)• Admissibility of Records• Policies & Procedures• Technology Issues – Hardware & Software• ISO – International Organization for Standardization• Records Values MAILCOM 2012 - Washington, DC. - April 15-18 32
    • Key Issues (cont.)• Imaging• Outsourcing• Security• Standards• Systems• Sarbanes-Oxley Act MAILCOM 2012 - Washington, DC. - April 15-18 33
    • 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 ? MAILCOM 2012 - Washington, DC. - April 15-18 34
    • Records & Information Management Questions ? Comments ? William L. Ware --- James P. MullanMAILCOM 2012 - Washington, DC. - April 15-18 35
    • Records & Information Management Thank YouMAILCOM 2012 - Washington, DC. - April 15-18 36
    • Contact InformationWilliam L. Ware, CMDSM James P. Mullan, CMDSMConsultant / Project Manager National Operations ManagerNeotek Consulting Oce Business Services, Inc.106 Union Avenue Chubb & SonPassaic, NJ 07055 15 Mountain View Road973-773-1817 Warren, NJ 07059billware@prismnet.com 908-903-2869 office 201-779-9355 cell 908-903-2027 fax jmullan@chubb.com MAILCOM 2012 - Washington, DC. - April 15-18 37