 |
Are you swamped
with paper?
Bewildered by electronic records?
Can't find what
you need?
Running out of
storage space?
Don't know what you must keep and for how long?
Unsure what to do if
a flood or fire
damaged records and
disrupted operations?
|
|
|
- Assess existing records and information management
systems within organization
- Create (or evaluate and update) Retention Schedule based on legal, fiscal, and other regulatory requirements, as well as business needs, for all records no matter what the format.
-
| |
|
| |
|
Record:
Information in any medium and format that can be
retrieved at a later time, defined by the Uniform
Rules of Evidence as "letters, words, sounds,
or numbers, or their equivalent, set down by handwriting,
typewriting, printing, photostating, photographing,
magnetic impulse, mechanical or electronic recording,
or other form of data compilation…."
|
|
| |
|
Develop a realistic work plan for improving
records and information management systems, including:
- Establishing systems to capture routine, transactional information
as well as unique records and correspondence
- Sharing of information where necessary
- Protecting confidential information when needed
- Determining staff, space, and equipment requirements
- Design and implement management system for
current and inactive records
- Improve arrangement
- Project storage requirements and evaluation options for
storage on premises or off-site
- Create database to facilitate locating and tracking of records,
or assist in evaluating vendor-supplied records management
applications (RMA)
- Recommend appropriate alternative formats (micrographic,
imaging)
- Prepare procedures manual and train staff
- Conduct periodic systems audits
- Identify vital records containing information that
cannot be reconstructed from any other sources and are essential
to continue operations; develop strategies to ensure their survival
- Execute compliance audits to ensure organization
is meeting record-keeping requirements of regulatory agencies
and is following its own Retention Schedule and record-keeping
policies
- Help develop a disaster preparedness plan to restart
operations after a disaster
|
