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What do we think of when we think of records management?
Keeping Records is not my responsibility Records Management is obsolete, now that we only create digital documents. Records Management is a chore. It takes time that I could be using for core business Records Management is a waste of time We only create records for legal reasons Records Management is boring, why would I want to do that when my real work is more interesting and more important?
As defined by the Archives and Recordkeeping Act, 2006 (ARA):
It can take the form of:
Paper documents (handwritten notes, printed reports
Electronic records (e.g. databases, email)
Graphic images (e.g. drawings, maps, photos)
A record is recorded information that supports the activity of the business or organization that created it.
Transitory Records Transitory Records are records that have only minimal significance and generally need to be kept for short periods of time. They do not include records required by the government to support operational or decision-making activities, or to support government accountability. Transitory records are scheduled by the Government Common Transitory Records Series.
Freedom of Information and Protection of Privacy Act
Electronic Commerce Act
Personal Health Information Protection Act
Canada Evidence Act & Evidence Act (Ontario)
Why keep records? Necessary for conducting the daily business of government, documenting decisions, transactions and activities; rights, privileges and obligations Fosters government accountability and transparency Safeguards vital information Preserves information for the benefit of present and future generations
“ to foster government accountability and transparency by promoting and facilitating good recordkeeping by public bodies.”
“ to ensure that the public records of Ontario are managed, kept and preserved in a usable form for the benefit of present and future generations.” “ to encourage the public use of Ontario’s archival records as a vital resource for studying and interpreting the history of the province.”
IM Policy Renewal Project OPS IM Policies, Standards and Directives CURRENT PROPOSED
Recordkeeping Obligations of MTO Develop records series for all program areas. Retain and transfer or otherwise dispose of records in accordance with approved records series. Ensure that records are preserved and that the information in public records is accessible
Roles & Responsibilities for Everyone Establish and monitor accountability for managing information, eliminating the guesswork of who does what and when Ensure that the recordkeeping system provides reliable access to your records Know where to find resources for recordkeeping policies, procedures, guidelines
Roles & Responsibilities for Managers Ensure that all information under your immediate custody and control is- Ensure that there is no unnecessary collection and maintenance of information
Organized and stored securely to protect it from physical damage and from unauthorized access, alteration, removal or destruction
Managed by approved records series that are continuously implemented
Roles & Responsibilities for RIM Office Provide records management information consultation and assistance Develop/Update & interpret records series
Consult on transferring records to IS&R, records retrieval, records destruction
Design and deliver RIM Training Develop file classification plans
What is a Record Schedule? The records schedule for each ministry is organized by series of records and spells out the retention and final disposition of these series. A records series is defined as the total body of related records, whether in one or more formats, that is separately organized and maintained because the records relate to a particular function or subject or result from the same activity. A records series is assigned its own retention period and final disposition. ARA, 2006, c. 34, Sched. A, s. 11 (1).
Government common records series describe records that are typically found in many public bodies. The common series that are adopted form part of the public body’s records schedule along with series and sub-series that are specific to the public body’s programs and services.
Final Disposition Process 1. RIM Office receives disposition notice from IS&R 2. RIM Office verifies records information and authority. Draft memoranda requesting approval for final disposition from program area. 3. Program area managers approve final disposition using email voting buttons 4. RIM Office Coordinator signs off disposition notice and returns it to IS&R to action disposition
Final Disposition Notification It is the record custodian’s responsibility to participate in the final disposition process quickly and accurately Your records will not be destroyed or transferred to Ontario Archives without your approval.
Electronic Records Consider using external hard-drives to store semi-active information: easily labelled, easily secured, better managed. The authority for a transfer is a records series. Many series govern records that exist in both paper and electronic form. The use of offline removable media such as CDs or DVDs is not recommended, especially for long-term storage . Such media are fragile, vulnerable to loss, corruption and may over time become technologically obsolete and thus inaccessible. They are also less secure, and are not virus checked/refreshed on a regular basis.