electronic records retention · overview 1. directory structure 2. file naming 3. file types 4....
TRANSCRIPT
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Electronic
Records
Retention Office of Real Estate
Record Retention Policy
Training
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Overview
1. Directory Structure
2. File Naming
3. File Types
4. Consultants
5. Close Out Process
Electronic Records Training
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Directory Structure Organizing the online files
Electronic Records Training
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CONTRACT
ADMINISTRATION PARCEL
PROJECT
GENERAL
PLANS CONSULTANT RELOCATION
BILL OF SALE
PROPERTY
MANAGEMENT
Electronic Records Training
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Folder Naming
• Projects will be setup by
district staff
• Project folders will be
named the SAME way
they are now
• PID CRS
• 76257 HAM 75-2.30
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Project Folder
• The project folder will
have the following
folders:
• Contract
Administration
• General
• Parcel Folders
Electronic Records Training
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Contract
Administration
Folder
• This folder will contain all
documents that are
pertinent to Fee
Consultants on a project.
Electronic Records Training
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General Folder
• This folder will contain
documents pertinent to
the entire project.
• A subfolder for plans will
be located in this folder.
Electronic Records Training
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Plans Folder
• This folder will contain
project plans.
• This may include right of
way plans, construction
plans, etc.
• These are project
specific, not parcel
specific plans
Electronic Records Training
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Parcel Folder
• Each Acquisition Parcel
will have a separate
folder.
• Each parcel folder will be
named: “Parcel xxx”
• Three digits will be used
in the parcel number.
• The parcel descriptor will
not be included (WL, T,
etc.
Electronic Records Training
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Inside the Parcel
Folder
• All of the files that are
relevant to a specific
parcel will be in this
folder.
• Files from all disciplines,
including title work,
appraisal, acquisition,
and closing.
• Relocation and property
management parcels will
have separate subfolders
• Agents will be
responsible for making
sure all of the documents
are here, at all times.
Electronic Records Training
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Inside the Parcel
Folder, continued
• Property Management
sub Folder • Labeled as parcel number,
“PM”
• For Example:
• 001PM
• Relocation parcel sub
folders
• BS parcel sub folders
Electronic Records Training
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File Naming Organization and continuity with a naming
convention
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Categories of files
• Three File categories:
• Project Specific files
• Standardized Forms
from the web
• Non-Standardized
documents
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Project Specific Files
• These files should be
named descriptively.
• The type or nature of the
document should be
listed followed by a brief
description.
• These files would be
saved to the General
Folder or Contract
Administration Folder
Electronic Records Training
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Standardized forms
from the web
• Documents from the
ODOT website:
• Three digit parcel
number
• Document name (use
the default name for the
document)
• Example: Title report on
Parcel 1 • 001 RE 46 Title report
Electronic Records Training
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Non-Standardized
documents
• Documents not from the
ODOT website:
• Three digit parcel
number
• Type of document • Letter, memo, email, etc.
• Date of the document • Formatted MMDDYY
• i.e. April 13, 2012 would be
041312
• Additional description of
the document
• Example: • 001 Letter 041312 to Owner
about drainage
Electronic Records Training
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Electronic Files
Working Location
• Electronic files are to be
created and maintained
at all times on the shared
real estate drive in the
appropriate location.
• This means from start to
finish they are on the
shared drive.
• Electronic files should not
be stored on your
desktop or in your W:\ • Moving files over when you
are “ready” is not acceptable.
Electronic Records Training
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File Types How should this be saved?
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File types
• The vast majority of
working files will be Word
or Excel documents.
• Documents that have
been physically signed
should be scanned and
saved as .pdf
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File types
Continued
• Images or pictures should
also be saved when
necessary • Typically .jpg
• Email messages can be
saved, but should be
saved as .pdf • .msg files should NEVER be
saved into parcel files.
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Consultants What to do with their work?
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Fee Consultants • The work product must
be saved to the parcel
file as it is received.
• Consultants should be
scoped to provide their
work product in
electronic form and
named correctly.
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Close Out Process Yes, you can hit delete.
Electronic Records Training
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Close Out Process
• Once a document is
completed, and future
editing is not desirable, it
should be saved as .pdf
• The working document
can be deleted
• For Example, an agent
would prepare the
contract as a word
document. Once it is
executed, it could be
scanned and the word
file deleted
Electronic Records Training
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W9 & VIF
• W9 forms and Vendor
Information Forms, should
NEVER
be scanned or saved
electronically.
Electronic Records Training
• W9 forms and Vendor
Information Forms, should
NEVER be scanned or saved
electronically.
• Once entered in the system,
they should be collected for
shredding.
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Shredding
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• As per Office of Real Estate
Policy, all documents that
must be shredded should be
sent to Dwight Neely in
Office Services for shredding
and disposal.
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Closed File Process
Once all parcels have closed the project
is moved from the “Active” Folder to
“Closed” Folder.
Transmittal Notice generated and sent
CD is burned and sent with Transmittal
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Sample Transmittal Letter
PROJECT CLOSEOUT MEMO
TO: Donna F. Stewart, Records Management Supervisor, Office of Real Estate
FROM: (name) District Real Estate Administrator
BY: (name) Realty Specialist Manager
CC: Nancy Courtney, Office of Accounting
DATE:
SUBJECT: PROJECT CLOSEOUT (County/Route/ Section, PID)
The following project is closed and has been moved from the active folder to
the closed folder. Also included is a CD with the project information. This CD will
be stored in Real Estate Records.
ENCUMBRANCES-(insert description of the encumbrances that can be closed
out and those that need to say open)
County/Route/Section, PID
(List closed parcels)
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Railroad and Federal/State
government parcels.
Parcels acquired by Central Office where ODOT does not have eminent domain authority.
Central Office staff enter all information regarding negotiations, instruments, closing and recordings into “Active File”
District enters all other information.
Once CO staff closes parcel- paper file is sent to District.
District responsible for close-out procedure.
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How Does this look on my
computer?
Real Estate Acquisition
Electronic Records Training
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Questions and Discussion What’s on your mind?
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