Post on 14-Jan-2016
Managing the Paper Managing the Paper MountainMountain
Kaushika Patel, Rockland BOCESMaureen McCarthy,
Lower Hudson Regional Information Center
AgendaAgenda
IntroductionsIntroductions Demonstration of Laserfiche Demonstration of Laserfiche
software – Ginny Butler from General software – Ginny Butler from General CodeCode
Records Management Challenges – Records Management Challenges – Jamestown Public SchoolsJamestown Public Schools
Records Management Service – Records Management Service – Kaushika Patel & Maureen McCarthyKaushika Patel & Maureen McCarthy
Questions and AnswersQuestions and Answers
Two Areas of FocusTwo Areas of Focus Rockland BOCES and the LHRIC have Rockland BOCES and the LHRIC have
partnered to offer archive service for partnered to offer archive service for scanned documents and electronic files via scanned documents and electronic files via web access to General Code’s EDMS; web access to General Code’s EDMS; creation of microfilm copy is also available creation of microfilm copy is also available
LHRIC continuing to research and offer E-mail LHRIC continuing to research and offer E-mail Archiving solution for easy capture, indexing, Archiving solution for easy capture, indexing, storage, and subsequent retrieval of e-mail storage, and subsequent retrieval of e-mail to comply with eDiscovery, litigation hold to comply with eDiscovery, litigation hold and NYS ED-1 records retention requirements and NYS ED-1 records retention requirements
Records LifecycleRecords Lifecycle
ActiveActive CurrentCurrent Frequently Frequently accessedaccessed
InactiveInactive Older; must be Older; must be retainedretained
Rarely accessedRarely accessed
ArchivalArchival Of important Of important historical historical significancesignificance
Occasionally Occasionally accessed, usually accessed, usually for researchfor research
Records Management ProgramRecords Management ProgramA records management program includes, but is not limited A records management program includes, but is not limited
to:to: the legal disposition of obsolete recordsthe legal disposition of obsolete records the identification and administration of and access to the identification and administration of and access to
records of enduring valuerecords of enduring value filing and indexing systemsfiling and indexing systems the use of computer or other technology information the use of computer or other technology information the storage and management of inactive records no the storage and management of inactive records no
longer needed to conduct day-to-day business in the longer needed to conduct day-to-day business in the officeoffice
the microfilming of recordsthe microfilming of records the oversight of the creation and use of forms, the oversight of the creation and use of forms,
correspondence and other records correspondence and other records and the provision for protecting vital recordsand the provision for protecting vital records
Records ManagementRecords Management
Provides control over records Provides control over records from creation to destructionfrom creation to destruction
Ensures that records are retained and Ensures that records are retained and usable through their mandatory usable through their mandatory retention periods.retention periods.
Ensures that records are destroyed at Ensures that records are destroyed at the end of their retention periods.the end of their retention periods.
Issues & ConcernsIssues & Concerns
Business IssuesBusiness Issues Growth of Electronic RecordsGrowth of Electronic Records Importance of Electronic RecordsImportance of Electronic Records Inadequate Controls for Creation, Inadequate Controls for Creation,
Storage, and RetentionStorage, and Retention Information RedundancyInformation Redundancy
Best PracticesBest Practices Create and save ONLY records you needCreate and save ONLY records you need Retain necessary records; dispose of Retain necessary records; dispose of
obsolete recordsobsolete records Store records safely and securelyStore records safely and securely Be able to retrieve records quickly and Be able to retrieve records quickly and
easilyeasily Keep the process for sharing information Keep the process for sharing information
simplesimple Have documented procedures and good Have documented procedures and good
training for everyonetraining for everyone Use technology appropriatelyUse technology appropriately Have a Disaster Recovery Plan – and USE itHave a Disaster Recovery Plan – and USE it
2008 Revisions to Regulations2008 Revisions to Regulations
Electronic copy can be the official Electronic copy can be the official copy, provided…copy, provided…
Follow the procedures in Section 185.5Follow the procedures in Section 185.5 Ensure Records retention is incorporated Ensure Records retention is incorporated
into electronic systemsinto electronic systems Ensure that records are accessible and Ensure that records are accessible and
usable for full retention periodusable for full retention period Develop documentation for permanent Develop documentation for permanent
recordsrecords Prepare preservation copies of permanent Prepare preservation copies of permanent
records and store offsiterecords and store offsite Ensure media integrityEnsure media integrity
Laserfiche Software Laserfiche Software
Records Management ModuleRecords Management Module Web AccessWeb Access Quick Fields – streamline input of Quick Fields – streamline input of
documents into Laserfichedocuments into Laserfiche Snapshot – Allow users to input Snapshot – Allow users to input
electronic records into Laserfischeelectronic records into Laserfische Audit Trail – Track activity Audit Trail – Track activity
What is the Service?What is the Service? Needs AssessmentNeeds Assessment Planning & CoordinationPlanning & Coordination Electronic System ImplementationElectronic System Implementation
Preparing documents for scanningPreparing documents for scanning Indexing of records for a quick retrieval and Indexing of records for a quick retrieval and
securitysecurity Scanning of documentsScanning of documents Quality and accuracy of scanned records Quality and accuracy of scanned records
Ongoing Support/Maintenance Ongoing Support/Maintenance Web Access to District RecordsWeb Access to District Records Training Training