2005 records pc slides
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RECORDS & INFORMATION MANAGEMENT
William L. Ware
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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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Table of Contents (cont.)
• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS
• BENEFITS OF RECORDS MANAGEMENT PROGRAMS
• RECORDS VALUES
• 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• Title 17 – Commodity & Securities Exchanges• Title 21 – Food & Drugs• Title 26 – Internal Revenue
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Code of Federal Regulations
• Title 28 – Judicial Administration• Title 34 – Education• Title 39 – Postal Service• Title 42 – Public Health• Title 46 – Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation
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Table of Contents (cont.)
• 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
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Table of Contents (cont.)
• 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
“Records Management Handbook”
• Corporate Services
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Table of Contents (cont.)
• RELATED PROFESSIONAL ORGANIZATIONS
• GLOSSARY
• 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
• ISO – International Organization for Standardization
• Technology Issues – Hardware & Software
• Imaging
• Records Values
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Key Issues (cont.)
• 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 & Information Management
Questions ?
William L. Ware
Comments ?
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Thank You
MAILCOM 2005
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Contact Information
William L. Ware, CMDSM
The Millennium Group
200 Circle Drive North
Piscataway NJ 08854
908-901-8284 office
E-mail – [email protected]
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RECORDS POSITIONSRecords Clerk Records Manager
Conversion Specialist Records Specialist