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/