Loading...
HomeMy WebLinkAboutRecords Management Planning Prepared by: Laserf • Records Management Preparation Sheet CITIEs61GITAL Considerations during planning phase: • What rules will you need to follow? Federal, state, municipal? • Who will act as the records manager? • How can you integrate your records management processes and folder structures with current ways of storing and finding information? Information to gather before beginning: • Document types– which types of documents will have retention times assigned to them • Vital documents — determine whether some documents are vital documents, i.e. policies and procedures. Documents designated as vital need to be reviewed on a periodic basis. • Retention times for each type of document • Cutoff instructions —rules for when folders should not have any new documents entered into them • Disposition —what happens to the document when the retention time is over, it can be one of three options: • Transfer —move records to a different location • Destruction — permanently destroy documents • Accession — transfer responsibility for records to another agency, i.e. for archival purposes • Physical Locations — Decide which files have physical locations outside of the Laserfiche reposi- tory that you would like to track? A table like this can help you keep your records plan organized: Document type Retention time Cutoff instructions Disposition Physical Location Vital document? www.CitiesDigital.com © Cities Digital 2007 CIT {Es DIGITAL Records Management Preparation Sheet Records Manager Responsibilities: Duty Description File the record In order for a file to be tracked by records management edition, it must be entered into the appropriate records folder. This may be done by personnel who have the appropriate security access. Close record folders This can be done manually by the records manager but it will usually be done automatically when a record folder is cut off. Close folders using the Perform Close button in the Close section of the Record Management dialog. Cutoff record folders Record folders that are eligible for cutoff will begin their retention pe- riod immediately, but the records manager must still perform the cutoff manually. Use the Perform Cutoff button in the Cutoff section of the Record Management dialog Set event dates Folders with Event or Time -Event cutoff criteria need to have an event date set before the folder can become eligible for cutoff. Set event dates by choosing a date in the Set Event Date section of the Record Management dialog. Transfer records The records manager must export records and transfer them to their new location, and then confirm the successful transfer. Export and confirmation functions are located in the Retention /Transfer section of the Record Management dialog. Accession records The records manager must export records, transfer them to the archi- val accession location, and confirm the accession. Export and confirm accession records in the Retention /Accession section of the Record Management dialog. Destroy records When records become eligible for destruction, the records manager must review and destroy records. Destruction of records can be com- pleted in the Retention /Destroy section of the Record Management dialog. Review vital records Vital records will be automatically scheduled for review based on the settings in the record series or record folder. Find vital records in need of review using the Vital Records search. Review vital records using the Review Vital Record item in the Records menu. Mark items as superseded Retention schedules may specify that records will only be destroyed when they have been superseded by newer records. To show that an older record has been superseded by a new version, create a docu- ment link of "Supersedes" from the new document to the old docu- ment. Trigger alternate retention If a document has an alternate retention schedule after a certain event, schedules the records manager must trigger the alternate schedule by noting that the event has occurred. Set the alternate retention schedule event in the Retention /Alt. Retention section of the Record Management dialog. Freeze records Record series, record folder, or individual records may be frozen by using the Frozen Status item in the Records menu. www.CitiesDigital.com © Cities Digital 2007 C181Es DiGI `AL