Steve Bailey, from JISC infoNet, provides an overview of Records Management and areas of that topic affecting staff involved with Business and Community Engagement activities. This presentation was delivered during a CPD & Training Project event.For more information see: http://www.netskills.ac.uk/content/projects/2008/jisc-bce-cpd/index.html

1. What can records management do for you? 13 May 2010 | Steve Bailey

2. I’m not sure I know… Me: Records & Information Management You: Business & Community Engagement

3. What is records management?

4. What is a record? “ Evidence of a business transaction” Proof something happened

5. Why do records matter?

6. Why do records matter? Prove what happened / did not happen Protect intellectual & legal interests Preserve your reputation Ensure standards of accountability & governance Ensure compliance with legislation & regulation

7. A few laws to be getting on with

8. Why do records matter? Provide faster access to the information required by staff Ensure you only keep the information you most need Prevent the need to repeat processes Ensure you are always working with the most current version Help reduce ‘time to market’ & development costs

9. Why do records matter? Enable informed decision making (Business Intelligence) Preserve the historical record for future generations Break down organisational silos Allow cross-fertilization of ideas

10. What is records management? “ The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of an information about business activities and transactions in the form of records” ISO 15489

11. What sort of things does RM address?

12. Finding information Some common practical problems associated with creating poor records Unintelligible file names Inconsistent file names Ignoring the agreed filing structure Lack of an agreed filing structure Use of personal space to store corporate information Keeping too much information – it’s here somewhere… Mis-filing

13. What sort of things does RM address?

14. Version control Version 01 Version 01.b Version 02

15. Problems with version control Some common practical problems associated with poor management of active records Do I have the most recent version? People repeat the same version number Unsure if the electronic copy can be the final master People edit the content but don’t change the version Final1.doc Final2.doc Final3.doc… Unsure if it is still draft or final? Should I keep previous drafts? It’s chaos!

16. What sort of things does RM address?

17. Problems with retention management Some common practical problems associated with poor management of semi-active records I don’t use it much anymore, but should I keep it? Is mine the only copy left? Have we destroyed all the copies out there? We need (yet another) server My filing cabinet is overflowing! I have 1000+ emails in my inbox Oh God, I deleted it last week and now the auditors want to see it… He wants to see that under FOI, I thought we had destroyed it

18. What sort of things does RM address?

19. Problems with digital preservation Some common practical problems associated with poor management of non-active records

20. The beermat version… Create the right records of the right quality & reliability Manage their safety & security throughout their lifecycle Make it easy for the right people to identify & access records Identify & keep the records you need and destroy those you don’t

21. Bearing this in mind… From what you have just heard and based on your own experience of working in BCE… Think of 2-3 issues or problems that you face in relation to BCE which might be resolved through improved records mgt Take 15 – 20 minutes

22. Feedback

23. How we might be able to help

24. RM system & policy design

25. Managing records: Advice & Guidance

26. Managing records: Tools

27. Compliance

28. The business case

29. The only URL you need to know… www.jiscinfonet.ac.uk/records-management