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TOP 10 Records Management TipsCountdownWith David Letterman

With David LettermanOpps, I meanWith Caroline WaltersUniversity Records Officer

1No. 10What is a Record/Public Record anyway?And why should I care?Virginia Public Records Act defines a record

UVa is a state agency.

2What is a Record/Public Record?"Public record" or "record" means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record. (Code of Virginia 42.1-77.)

3Anything you use, create, receive to do your job

Any format paper, electronic, video, audio, etc.

Can a public record be confidential??

YESWhat is really a record?

4No. 9Do I need to keep all public records forever?How can I destroy public records?Virginia Public Records Act assigns records management to the Library of VirginiaLVa sets retention of records for state agenciesRequires designation of a Records Officer for the state agency.

5Destruction of Public RecordsNo agency shall destroy or discard a public record unless :(i) the record appears on a records retention and disposition schedule . . . and the record's retention period has expired; (ii) a certificate of records destruction . . .has been properly completed and approved by the agency's designated records officer;(iii) there is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act (Code of Virginia 42.1-86.1.)

6Records Retention Schedules

7No. 8But I just have copies??Do I have to follow the retentions??They are mine!!!You work for a state agency, the records belong to the University!

8Official Record vs. Reference CopyOfficial Recordkeeper is required to follow the retentions and document destruction.Reference copies owners can retain the records for as long as the retention, but no longer, and do not need to document destruction.Reference copies are still University Records, although not the official record, and are still subject to FOIA, litigation, and investigations.Employees are the custodians of the Universitys property records they do not own them.

9No. 7Do you spend loads of time trying to find records??Electronic or Paper??Do you have off-site storage and have no clue what is out there?Do you have file cabinets or server space and dont know what is in them??DO AN INVENTORY!

10Records InventoryFor both physical and electronic recordsMake it simpleInclude all the information you needUse Excel Spreadsheet so you can order and sort

No. 6Do you have a file cabinet that you never open??Not sure what paper or electronic records/information you use?Do you worry that if you destroy something then you will need it?Use the post-it note test!!

12Post-It Note TestFor physical records:Put a post it on each file cabinet or binderEach time you open and use information in the cabinet or binder put a dash on the post-it.After 6 months or longer review the post-its no dashes = you dont use that informationLook in all the drawers/binders that you dont use evaluate based upon requirement retention and destroy if retention is met.

Alternate Option TAPE THE DRAWERS SHUT

13Reference LogFor electronic records or paper records:Keep a log (electronic, paper)Everytime you use a resource (email, electronic information/database, paper records) document what you actually usedEnter the earliest year of information you usedPurpose of useImportance of informationAfter 6 months reviewDestroy records you are not using that have met retention

14No. 5Cant find what you need in the file drawers?Are the records you use most down the hall?Shared paper records are filed haphazardly?Reorganize you paper records!!!

15Organize your paper filesUse your inventory to review what you haveDont have an inventory see hint No 7.

Destroy everything that you dont need

Choose an organizational schemeSubjectCase

Practice scheme virtually

16Organize your paper filesShare paper records/central file room??Work with everyone who shares the paper to make rules/decisions on how they will be organizedStandardize language/naming conventions

Organization TipsReorganize in sections/areas dont try to do it all at onceDocument, Document, Document

17No. 4Cant find what you need in shared drive, hard-drive or email?Multiple copies of the same thing on shared drive?Everyone uses different names??Reorganize you electronic records!!!

18Electronic Information OrganizationPaper records are placed in . . . FOLDERSElectronic information are placed in . . . FOLDERSEmails are filed in . . . FOLDERS

MATCH YOUR PAPER AND ELECTRONIC RECORDS FILING SYSTEM

19Electronic Information OrganizationStart with an inventory (No. 7)Shared servers:Dont use personal namesStandardize file names/folder namesShare procedures with everyone with access to shared driveAudit the shared drive yearlyAnnual, destroy records that have met retention

20BONUS ORGANIZING HINTSPut years on tabs/file names to help with figuring retention:Financial FY 10-11Use Sub-Folders:Student CorrespondenceCourse 511 Spring 2010

Use colored folders (use color electronically if possible)

Review your organizational scheme regularly and adjust as needed

No. 3Have an off site storage?Paying $100 or more per month?Have never been there?Storage in the basement, attic or secret closet?Do you keep shoving boxes or file cabinets in storage?TIME TO VISIT YOUR STORAGE

Boxed StorageUseful for storage of records or other items that need to retained, but are not used regularlyDO NOT put boxes of someones desk in storage!!We have found our share of old aspirins, combs, handcream, shoes, sweaters, 1970s clocks, etc.

Storage HintsHave an inventory of everything in storageCan be a box listLabel/Identify every box with more than just a nameContentsYear(s)Retention or Destruction datesContact personVisit Storage at least once a year to remove boxes you no longer need and to organize other boxes

Bad Storage

Good Storage

No. 2Have too many emails in your in box?Not sure what to keep?Not sure how to organize?Using UVa Email for all kinds of personal correspondence?MANAGE AND ORGANIZE YOUR EMAIL!!!

EMAIL: 5 second ruleIn the first 5 seconds of opening an email decide:Is this email something I need to follow-up on?Yes, keep in In-Box, use In-Box as list of things to doOnce you have followed-up, move email and your response to a folder on the subject/topicSee Hint #4 for folder organizational tipsIs this email something I need to keep for records or reference purposes?File in a folder for referenceIs this email BACN/SPAM or no longer useful?DELETE!!

EMAIL TipsUVa email are public recordsManage UVa email based upon content and follow the retention schedules

Personal mail on the UVa system okay but be careful and delete when no longer needed.

Empty your trash regularlyFile/delete from your sent box regularly

Daily schedule 5-30 min daily file/delete emailYearly schedule time to review folders, create new folders and delete folders that have met retention

No. 1HELP!!!Records Management to the RESCUE!!Website: www.virginia.edu/recordsmanagementCall US with Questions?Caroline 243-9162 or Lori - 243-7624Email Questionsrecords@virginia.eduSchedule a SITE VISIT to your office or storage

UVa Records Management OfficeUp Coming Events:Personal Records ManagementJune 8, 2010 10 a.m. Noon, Commonwealth Room

Records Management ConferenceJune 16, 2010 Newcomb Hall BallroomRegistration limited to 100REGISTRATION OPEN NOW www.virginia.edu/recordsmanagement

Records Management DayJuly 29, 2010Onsite Shredding/Destruction of paper and electronic mediaMorning (Gilmer Hall); Afternoon (Carruthers Hall)

Questions?Records Management OfficeUniversity of Virginia, 2400 Old Ivy Rd.Box 400898, Charlottesville, VA 22904-4898

Caroline Walters: (434) 243-9162Lori Kressin: (434) 243-7624

Email: records@virginia.edu www.virginia.edu/recordsmanagement/

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