Cnaq records mgmt_advanced_final_2017-04-03
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Record Management Workshop
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Cnaq records mgmt_advanced_final_2017-04-03
- 1. Records Management 2.0 Presented by: Erin Clupp, Archives and Records Librarian & Sandra Pettifer, Library Technician (Records Specialist)
- 2. Agenda 1.Information Retrieval Issues 2.Classification and Retention 3.Naming Conventions 4.Email Management 5.Metadata 6.Wrap-up http://orpheus.net.au/know-insurance-documents/
- 5. Records Bank Statements Letters & Correspondence Meeting Minutes Data Files & Tables Policies & Procedures Final Reports Employee Files Official Publications Student & Course Records Budgets Project & Event Records Digital Records
- 6. Non- Records Reference Material Meeting Invites Personal Files & Emails Routine Requests Distributio n Lists & Mailers Drafts Blank Forms Official Publications Information from other institutions Social Events Duplicates & Copies Listserv s
- 7. http://www.samizdat-startups.org/wp/strange-bedfellows-uiuc-and-compliance-procedures-of-any-sort/ If you are unsure, please contact the CNA-Q Archives Team for assistance: college.archives@cna-qatar.edu.qa
- 8. Game Records vs. Non-Records
- 9. Records Classification • We classify records and put them into a hierarchy based on what the record is about • Group records by subject or function Benefits Standardized Recordkeeping Easy information retrieval Consistency Staff all trained the same way
- 10. CNA-Q Classification Structure AC Academic AD Administration FN Finance GV Governance IT Information Technology LG Legal RE Research RG Registrar EV Environmental Health & Safety FM Facilities Management HR Human Resources IM Information Management MK Marketing & Communications PR Procurement RM Risk Management SM Security Management ST Student Services
- 11. CNA-Q Classification Structure AD Administration AD-01Policies and Procedures AD-02 Correspondence AD-03 Meeting Minutes AD-04 Strategic Planning AD-05 Project Management AD-06 Event Planning AD-07 Business Licenses, Permits and Certifications FN Finance FN-01 Cash Management & Banking FN-02 Accounting FN-03 Budgets FN-04 Funding and Investments FN-05 Financial Reporting FN-06 Taxes FN-07 Trusts and Endowments FN-08 Payroll HR Human Resources HR-01 Employee Records HR-02 Recruitment and Hiring HR-03 Compensation and Benefits HR-04 Scheduling HR-05 Training and Development HR-06 Labour Relations HR-07 Personnel Management MK Marketing &Communicatio ns MK-01 Communications MK-02 Marketing MK-03 Sales MK-04 Graphic Design
- 12. Applying Classification to a Network Drive Function “Communications” Activity “Requests – Support” These three documents are classified under COMMUNICATIONS – REQUESTS-SUPPORT … and are further sub-classified by “YEAR”. Substructure By ‘Year’
- 13. Applying Classification to Email in Outlook Function “Governance” Activity “Board Meetings” These three E-MAILS are classified under GOVERNANCE – BOARD MEETINGS … and are further sub-classified by “YEAR”. Substructure By ‘Year’
- 14. Applying Classification to SharePoint
- 15. Game Records Relay Race https://schoolimagestore.com.au/images/administration/enrolments.html?cat=47
- 16. Records Retention Retention = ‘retain’ Tells you how long you are going to keep a record for The length of time is written in what is called a ‘retention schedule’ Paired with the classification scheme (often in a single document) that shows how to classify and dispose of records properly Often governed by legislation or regulations http://arkansasrecords.com/records-retention-destruction/
- 17. Disposition = ‘dispose’ The final stage of the records life cycle (the death phase) Happens when you no longer need to keep the record anymore (based on the retention schedule) Must have permission from the archivist or records manager before destroying records RecordsDisposition Destruction Transfer Archive
- 18. Records Retention and Disposition http://www.tracrecords.ca/publications/how-long-to-keep-records
- 19. Example: Accounting Invoice Creation • Received from vendor and sent to Finance department to be classified and filed Use • Used to approve payment; kept in office until paid; stored for fiscal year +10 years; retrieved for audits Disposition • No archival value; destroyed
- 20. Example: JOB Meeting Minutes Creation • Created as a result of JOB meeting; classified and filed Use • Used to document decisions made and refer back to them; keep recent years as active; send inactive for storage Disposition • Sent to archives to document the history and decision-making of the College
- 23. Naming Conventions Use specific, meaningful keywords Double up the numbers: 01, 10, 32 Avoid acronyms unless common (like CNA-Q) Avoid special characters: $@%&!?/<>* Standardize dates: YYYY- MM-DD Use_Underscores_Instead _Of_Spaces Version control: v1.0 / v2.1 / Final / Draft File extensions: .ppt / .doc / .xls / .pdf
- 24. Naming Conventions - Examples Agenda_JOB_Final_2015-03-21.docx Meeting_Minutes_JOB_Final_2015-03- 21.docx Workshop_Records_Mgmt_Draft_2015- 04-15.pptx Annual_Plan_2016_FINAL_2015-11- 30.pdf
- 25. EMAIL TRIAGE (1) Respond (2) Task (3) File (4) Delete http://www.emailoverloadsolutions.com/blog/e-mail-triage-basics
- 26. Metadata Metadata is : • Data about data • Data that provides information about a resource http://www.dpconline.org/handbook/organisational-activities/metadata-and-documentation
- 29. Archives and Records Contact Info • Email: college.archives@cna-qatar.edu.qa. • Phone: 4495 2686 • Location: Building 16, Room 16.01.22 • Drop by or make an appointment
Editor's Notes
- Bridge-In Activity: discussion about problems they have with retrieving documents. Perhaps write it on post-its or a whiteboard and then come back to it at the end to discuss after we have done the workshop
- It isn’t just any piece of paper, file or a document A record is any documentation created or received and used by a department in the transaction of College business A record provides evidence of a transaction or activity The format of a record does not matter (more than just papers)!
- Kahoot: Is this a record? Y/N 4 options: pick the one that is a non-record
- When developing the records classification schedule, we decided to take a functional approach in which we have The categories begin very broad as with the function-level (i.e. Finance) and eventually become more narrowed as you go from the activity-level to the transaction-level Example: Finance levels
- Paper filing test? Can we do it electronically?
- Retention = ‘retain’ Tells you how long you are going to keep a record for The length of time is written in what is called a ‘retention schedule’ Often the retention schedule and classification scheme go together (often in a single document) that shows how to classify and dispose of records properly Some records are governed by laws that say how long you have to keep a record (like financial records)
- Help with finding records/information Can know details of what’s in a record without having to open up the file as important info is in the file title (both electronic or paper) Standardization means everyone names files the same way (we all may have a different way to name files) Allows sorting in a logical sequence as you can sort records by name, date or version number