Records & Information

MAILCOM 2012 - Washington, DC. - April 15-18

Course #: OS 305

Title: Records & Information Management

Scheduled For: Tuesday, Round 10, 3:30-4:30 pm

Presented By: William L. Ware, CMDSM

Neotek Consulting

James P. Mullan, CMDSM

Oce Business Services


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RECORDS & INFORMATION MANAGEMENT

William L. Ware

James 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 31 – Money & Finance: Treasury• Title 34 – Education

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• 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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• 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

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International Organization for Standardization

• ISO 26000 Social Responsibility• ISO 28000 Supply Chain Security• ISO 31000 Risk Management• ISO 50001 Energy Management

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• RELATED PROFESSIONAL ORGANIZATIONS

ARMA

AIIM

PRISM

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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 11,000 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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Records Retention Schedules

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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, CMDSM

Consultant / Project Manager

Neotek Consulting106 Union Avenue

Passaic, NJ 07055

973-773-1817

[email protected]

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James P. Mullan, CMDSM

National Operations Manager

Oce Business Services, Inc.Chubb & Son

15 Mountain View Road

Warren, NJ 07059

908-903-2869 office

201-779-9355 cell

908-903-2027 fax

[email protected]

Records & Information

Documents

international

professional

state amp

key issues

information

records management

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