MailCom 2011 Records & Information Management

MAILCOM 2011- Washington, DC - February 28 - March 3

Course #: OS139

Title: Records & Information Management

Scheduled For: Monday, Round Three, 4:30-5:30 pm

Presented By: William L. Ware, CMDSM Oce Business Services

James P. Mullan, CMDSM

Oce Business Services

MAILCOM 2011 - Washington, DC - February 28 - March 3

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RECORDS & INFORMATION MANAGEMENT

William L. WareJames P. Mullan

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Records Related ?

• 1.6 trillion pieces of paper circulating annually

• 35 hours of work stacked on desks

• 45 minutes per day wasted on searching

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Misfiled Records

• 1 % to 5 % of all records are misfiled.

• It costs approximately $100 to find a misfiled record.

• Searching for misfiled records can waste up to 15 % of a workday.

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Records Studies Show

• 95 % of an organization’s records over three years old are never referred to again

• 85 % of all records are never referred to again once they are filed

• 70 % to 75 % of all correspondence is internal

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RIM Surveys Show !

• 10 % kept for the life of the organization

• 20 % retained currently

• 35 % transferred to storage

• 35 % disposed / destroyed

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Document Handling Costs

• Over 325 billion paper documents are handled by U.S. Businesses each year at an approximate average cost of $0.25 per document.

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Forms Costs

• More than $6 billion is spent on preprinted paper forms in the United States each year.

• For every dollar spent on the form itself, another $60 is spent filling out, correcting, transporting, filing, sorting, and retrieving it.

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Metrics

• 2,500 pages = 1 archive box• 1 CD-ROM (650 MB) = 6 archive boxes• 1 million pages = 400 archive boxes = 80 CDs

• Information held in document form is doubling every 4 years.

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Table of Contents

• WHAT ARE RECORDS ?• WHAT ARE NOT RECORDS ?• WHY DO WE NEED "GOOD" RECORDS ?

• RECORDS MANAGEMENT – a definition

• THE SCOPE OF RECORDS MANAGEMENT THE LIFE CYCLE OF A RECORD

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Table of Contents (cont.)

• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS

• BENEFITS OF RECORDS MANAGEMENT PROGRAMS

• RECORDS VALUES

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Records Values

• Administrative or Operational

• Fiscal or Financial

• Legal or Regulatory

• Historical or Archival

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• LEGAL REQUIREMENTS RELATED TO RECORDS

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Jurisdictions

• Federal Government• 50 States• 8 Territories• 6 Indian Nations• 1 District (Washington, DC)• Foreign Countries

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Code of Federal Regulations

• Over 1500 pages• Title 7 – Agriculture• Title 10 – Energy• Title 12 – Banking• Title 15 – Foreign Trade• Title 16 – Commercial Practices

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• Title 17 – Commodity & Securities Exchanges

• Title 21 – Food & Drugs• Title 26 – Internal Revenue• Title 28 – Judicial Administration• Title 34 – Education• Title 39 – Postal Service

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• Title 42 – Public Health• Title 46 - Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation

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• INTERNATIONAL RECORDS RETENTION PERIODS

• INTERNATIONAL LEGAL SOURCEBOOKS

• STEP-BY-STEP PLAN FOR ISO9000 COMPLIANCE FOR MULTINATIONAL RECORDS

• COMPONENTS OF THE ISO9000 STANDARDS WITH THEIR RECORDS MANAGEMENT IMPLICATIONS

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International Organization for Standardization

• ISO 9000 Quality Management• ISO 14000 Environmental Management• ISO 15489 Information & Documentation – Records

Management• ISO 22000 Food Safety• ISO 27000 Information Technology – Security

Techniques• ISO 28000 Supply Chain Security

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• RELATED PROFESSIONAL ORGANIZATIONS

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Professional Organizations

• Membership• Contacts• Networking• Links• Certification• Industry / Function Specific• International

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Professional Organizations (cont.)

• Education• Conferences• Seminars• Training• Professional Development• Employment• Advice / Help

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Professional Organizations (cont.)

• Bookstore• Publications• Products• Services• Resources• List Serves

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ARMA International

Association of Records Managers and Administrators

• State & Regional Chapters• International Chapters• Industry Specific Groups• Related RIM Organizations Web Sites• Over 10,000 members

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AIIM

The Association for Information and Image Management

• State & Regional Chapters• International Chapters• Industry Specific Groups• Over 35,000 members

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Storage

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IRON MOUNTAIN

A World Leader in Records Management

“A Professional Guide to Records Retention”

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Schedules

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Records Retention Schedules

• Credit Suisse First Boston• Pfizer• Millennium• Law Firm (sample)

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• FILING CLASSIFICATION

• METRICS

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Key Issues

• Professional Development• Document Management• System Conversions• Legality of Storage Media• Electronic Records Management• International Issues

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Key Issues (cont.)

• Admissibility of Records• Policies & Procedures• Technology Issues –

Hardware & Software• ISO – International Organization for

Standardization• Records Values

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Key Issues (cont.)

• Imaging• Outsourcing• Security• Standards• Systems• Sarbanes-Oxley Act

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Question The Records?

• If no law governs the records ?

• If there is no business need for the records ?

• Can you dispose of the records ?

• What is the risk ?

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Records & InformationManagement

Questions ?

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William L. Ware --- James P. Mullan

Comments ?


Records & InformationManagement

Thank You

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Contact Information

William L. Ware, CMDSMSenior Site ManagerOce Business Services, Inc.Time Inc.1271 Avenue of the Americas, SB 66New York, NY 10020212-522-9258 office212-522-1249 faxE-mail – [email protected]

James P. Mullan, CMDSMNational Operations ManagerOce Business Services, Inc.Chubb & Son15 Mountain View RoadWarren, NJ 07059908-903-2869 office201-779-9355 cell908-903-2027 faxE-mail – [email protected]

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RECORDS POSITIONS

Records Clerk Records Manager

Conversion Specialist Records Specialist

MailCom 2011 Records & Information Management

Education

Transcript of MailCom 2011 Records & Information Management