MISSION IMPOSSIBLE?

Archiving a Gubernatorial Administration Change

Your Mission (should you chose to accept it)

Transition from one Governor to another 3 User Groups 2 Physical Locations Records are in the formats of: Paper, Email, Network, Websites,

Applications and Databases○ Network Folders, Email and Paper Files○ 5 Websites○ 3 Social Media spaces○ 4 Databases○ 1 Records System to be sunsetted○ 1 Records System to be expanded and switched to new

Administration○ 1 Temporary Transitional Records System to be frozen

4 Agencies involved (Gov, DES, OFM, SoS)

1 BIG DEADLINE – Noon on January 16th, 2013

Your Team

Transfer Coordinator – Cynthia Governor’s Records Officer – Krista Network Administrator – Randy L Web Site Administrator – Julie Social Media Administrator - Kris Email Guru – Rob Records System Administrator - Cynthia Database Administrator – Randy D State Archives Coordination - Leslie

What Does it Take to Succeed?

Planning – What are the records to move? Planning – Where are the records to move? Planning – When do the records move? Planning – Who will help collect/move them? Planning – How will they transfer to Archives? Plan A – Realistic scenario Plan B – Alternate plan, just in case Plan C – When the worst actually happens

So how do you do that? Create a high level list of record groups Collect details about the records Determine when records need to be moved Identify who will collect the records Determine the transfer method you will use for

each record group Lay out your timeline, noting critical dates and

immovable time frames Ask for resources – you can’t do this alone Make a backup plan in case things go wrong Work your plan

What does it look like?

List the Record Groups

Collect Details About the Records

Determine When the Records Move

Identify Who Collects the Records

Determine the Transfer Methods

Lay Out a Sequencing Timeline

Confirm your Resources You cannot do this type of activity alone Have a location set aside for staging your records and

confirm that everyone knows how to access it. Network location for ‘parking’ electronic data. Physical location for paper or other ‘hard copy’ materials.

Ask your resources to provide feedback on how long it will take for them to do their part – and add 25% to that time.

Communicate with resources & managers to make sure everyone is clear about the work that needs to happen.

Touch base with resources and managers as the task time approaches to make sure the resource is still available.

Backup Planning

Make a backup plan, because things will go wrong.

Who is the alternate for each of the tasks? Which tasks can be done out of

sequence? Can any of this be finished early or after

the deadline? What is the deciding factor that tells the

team it is time to go to Plan B (or C)?

Work Your Plan

Follow the timeline you created Communicate with your team regularly Make adjustments when needed Use your backup plans when necessary

That’s it…

Questions?