State of Michigan Space Optimization Project Recordkeeping Options and Solutions Records Management Services
State of Michigan Space Optimization Project Recordkeeping Options and Solutions Records Management Services.
Jan 03, 2016
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State of MichiganSpace Optimization ProjectRecordkeeping Options and
Solutions
Records Management Services
Space Optimization Project Moving offices to SOM-owned buildings to
reduce volume of leased space Re-sizing offices to maximize space utilization Reduce volume of paper stored in office
space
Records Management Services
Records Analyst ServicesRecords Center OperationsImaging and Document Management Services
Step 1: Records Situation Analysis
+
30% of records need to be retained but are not retrieved
regularly, and should be moved off-site to
low-cost storage
Step 1: Records Situation Analysis
Step 1: Records Situation Analysis
Agency-specific Schedules Cover records specific to your agency Get a copy from your Records Management Officer
General Schedules Cover records found in most offices Published on RMS website
Step 1: Records Situation Analysis
Match records to Retention and Disposal Schedules
Identify records not covered by a schedule
Step 1: Records Situation Analysis
Confidential destruction bins are available through the state’s confidential destruction contractor
To order bins, call: Rapid Shred at 616-735-2900
Step 1: Records Situation Analysis
Records are submitted to the Records Center and the Archives of Michigan via the Versatile system
If you do not know who your agency’s Versatile user is, contact your Records Management Officer
Step 2: Evaluate What is Left
Contact your Records Management Officer to request a revision to a Retention and Disposal Schedule
Step 3: Evaluate Storage Options for Remaining Records
Office Filing System (paper)
Active Electronic System
(read/write)Microfilm System
Inactive Electronic System
(read only)
If you answered “Yes”: = preferred = acceptable = not recommended
Are records retrieved frequently shortly after creation?
Are records retrieved frequently over their entire retention period?
Are records used by multiple people or used at multiple sites?
Are copies often sent to people outside the office (including FOIA)?
Does retrieval need to be immediate?
Are records created or received electronically?
Do the records have a retention period greater than 50 years?
Are records modified after creation/filing?
IRMA Image Repository for Michigan Agencies Storage and retrieval for static (read-only)
digital images Accessed via SOM intranet with secure log-in Administered by DTMB-RMS and maintained
by DTMB-IT Benefits
SOM Enterprise Solution: no procurement process Fast and simple implementation Affordable
HP TRIM Total Records and Information Management Features:
Image Management Document Management (read/write) Workflow Records Management
SOM enterprise solution: no procurement process Centrally manages all state records, from the point of
creation to final disposition, regardless of format Functions out of the box, no custom code or
programming Integrates directly with Outlook, GroupWise, Word, Excel
and PowerPoint
Comparing IRMA and TRIMIRMA TRIM
Digital image management X X
Complies with SOM IT security X X
Complies with Retention and Disposal Schedules X X
Read only access X X
Read-write access (modify documents) X
Revision/version control X
Desktop software integration (MS Word, Excel, PowerPoint) X
Data classification X
E-mail management (Outlook, GroupWise) X
Electronic file management (shared drives) X
Check-out/Check-in X
Workflow tools X
Demonstrations
Contact Information
Records Management Services3400 N. Grand River Ave.Lansing, Michigan 48909(517) 335-9132http://www.michigan.gov/recordsmanagement/ http://inside.michigan.gov/wr/records/
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