Grateful Shred Day Grateful Shred Day

Wednesday, July 22

City of Oregon City

Grateful Shred Day Grateful Shred Day

What Is It?What Is It?

City Hall and other City locations will be closed this day for all regular public business (with the exception of public safety and emergencies).

All employees will work with department record liaisons to identify paper records that can be:

Recycled (non-confidential) or, Shredded (confidential, exempt from disclosure)

Employees will be provided with all necessary guidance in preparation for this process

Grateful Shred Day Grateful Shred Day

What Is It?What Is It?

Records that have “permanent” or long term retention value will be identified and boxed up for off-site storage.

All employees will work with department record liaisons to identify e-mail and electronic records that can be:

Deleted or, Moved to other designated network storage

Why Are We Doing This? Why Are We Doing This?

Better utilization of space at City Hall and other City locations.

More easily identify public records we do need to keep in City buildings.

Lowers our legal risks by destroying records past their retention requirements.

Reduce server/network space needed for e-mail storage.

Improve Outlook performance.

What Exactly Are We What Exactly Are We Destroying?Destroying?

What Exactly Are We What Exactly Are We Destroying?Destroying?

Paper recordsPaper records:

Records past retention (guidance will be provided)

Drafts of documents not needed Paper documents that cannot be identified* Out of date reference materials,

publications, catalogs, etc

*These should be reviewed by the department head before destroying*

What Exactly Are We What Exactly Are We Destroying?Destroying?

What Exactly Are We What Exactly Are We Destroying?Destroying?

What to recycle:What to recycle:

Public records past retention that are notare not exempt from disclosure (not confidential)

Drafts and copies of the same Reference materials, old catalogs, brochures and

publications, etc.

What to shred:What to shred:

Public records past retention that areare exempt from disclosure (confidential) These are listed in ORS 192.501 & 502

*If you are not sure in either case, ask your record liaison, department director or City Recorder for assistance.

When in doubt, do not recycle

What Exactly Are We What Exactly Are We Destroying?Destroying?What Exactly Are We What Exactly Are We Destroying?Destroying?

E-MailE-Mail:

E-mail past retention (guidance will be provided)

Drafts of documents and draft messages not needed

Transitory messages (e.g- the meeting is tomorrow…)

Personal messages Junk e-mail

Electronic RecordsElectronic Records:

Electronic records past retention (guidance will be provided)

Grateful Shred DayGrateful Shred Day

Review of disposition options– Shred – in office using appropriate

shredding bins, for transitory records with confidential info

– Recycle– Archives

Disposition logs (Destruction forms) Compliance and certification

E Records InitiativeE Records Initiative

Objective:

Educate employees of the necessity to manage e-mail messages

Encourage storage of e-mail records in Outlook; Move e-mail records back into Outlook or place in document management system

Dispose of outdated transitory records Consider the State’s HP TRIM Electronic

Records Management System

Mailbox Size Reduction OptionsMailbox Size Reduction Options

Delete transitory messages Delete messages older than retention

requirements Move messages

-Shared departmental folder-Managed storage (Outlook)

E Records - DepartmentsE Records - Departments

Records Liaisons will: Work with users to understand record

keeping requirements Educate users to identify records and non-

records, role of convenience copies Work to ensure that records are maintained

as required on Retention ScheduleEmployees will:

Review messages and move “active” business records to appropriate folders in Outlook

Questions?

Contact the City Recorder

Thank you.