Managing the Paper Managing the Paper MountainMountain

Kaushika Patel, Rockland BOCESMaureen McCarthy,

Lower Hudson Regional Information Center

AgendaAgenda

IntroductionsIntroductions Demonstration of Laserfiche Demonstration of Laserfiche

software – Ginny Butler from General software – Ginny Butler from General CodeCode

Records Management Challenges – Records Management Challenges – Jamestown Public SchoolsJamestown Public Schools

Records Management Service – Records Management Service – Kaushika Patel & Maureen McCarthyKaushika Patel & Maureen McCarthy

Questions and AnswersQuestions and Answers

Two Areas of FocusTwo Areas of Focus Rockland BOCES and the LHRIC have Rockland BOCES and the LHRIC have

partnered to offer archive service for partnered to offer archive service for scanned documents and electronic files via scanned documents and electronic files via web access to General Code’s EDMS; web access to General Code’s EDMS; creation of microfilm copy is also available creation of microfilm copy is also available

LHRIC continuing to research and offer E-mail LHRIC continuing to research and offer E-mail Archiving solution for easy capture, indexing, Archiving solution for easy capture, indexing, storage, and subsequent retrieval of e-mail storage, and subsequent retrieval of e-mail to comply with eDiscovery, litigation hold to comply with eDiscovery, litigation hold and NYS ED-1 records retention requirements and NYS ED-1 records retention requirements

Records LifecycleRecords Lifecycle

ActiveActive CurrentCurrent Frequently Frequently accessedaccessed

InactiveInactive Older; must be Older; must be retainedretained

Rarely accessedRarely accessed

ArchivalArchival Of important Of important historical historical significancesignificance

Occasionally Occasionally accessed, usually accessed, usually for researchfor research

Records Management ProgramRecords Management ProgramA records management program includes, but is not limited A records management program includes, but is not limited

to:to: the legal disposition of obsolete recordsthe legal disposition of obsolete records the identification and administration of and access to the identification and administration of and access to

records of enduring valuerecords of enduring value filing and indexing systemsfiling and indexing systems the use of computer or other technology information the use of computer or other technology information the storage and management of inactive records no the storage and management of inactive records no

longer needed to conduct day-to-day business in the longer needed to conduct day-to-day business in the officeoffice

the microfilming of recordsthe microfilming of records the oversight of the creation and use of forms, the oversight of the creation and use of forms,

correspondence and other records correspondence and other records and the provision for protecting vital recordsand the provision for protecting vital records

Records ManagementRecords Management

Provides control over records Provides control over records from creation to destructionfrom creation to destruction

Ensures that records are retained and Ensures that records are retained and usable through their mandatory usable through their mandatory retention periods.retention periods.

Ensures that records are destroyed at Ensures that records are destroyed at the end of their retention periods.the end of their retention periods.

Issues & ConcernsIssues & Concerns

Business IssuesBusiness Issues Growth of Electronic RecordsGrowth of Electronic Records Importance of Electronic RecordsImportance of Electronic Records Inadequate Controls for Creation, Inadequate Controls for Creation,

Storage, and RetentionStorage, and Retention Information RedundancyInformation Redundancy

Best PracticesBest Practices Create and save ONLY records you needCreate and save ONLY records you need Retain necessary records; dispose of Retain necessary records; dispose of

obsolete recordsobsolete records Store records safely and securelyStore records safely and securely Be able to retrieve records quickly and Be able to retrieve records quickly and

easilyeasily Keep the process for sharing information Keep the process for sharing information

simplesimple Have documented procedures and good Have documented procedures and good

training for everyonetraining for everyone Use technology appropriatelyUse technology appropriately Have a Disaster Recovery Plan – and USE itHave a Disaster Recovery Plan – and USE it

2008 Revisions to Regulations2008 Revisions to Regulations

Electronic copy can be the official Electronic copy can be the official copy, provided…copy, provided…

Follow the procedures in Section 185.5Follow the procedures in Section 185.5 Ensure Records retention is incorporated Ensure Records retention is incorporated

into electronic systemsinto electronic systems Ensure that records are accessible and Ensure that records are accessible and

usable for full retention periodusable for full retention period Develop documentation for permanent Develop documentation for permanent

recordsrecords Prepare preservation copies of permanent Prepare preservation copies of permanent

records and store offsiterecords and store offsite Ensure media integrityEnsure media integrity

Laserfiche Software Laserfiche Software

Records Management ModuleRecords Management Module Web AccessWeb Access Quick Fields – streamline input of Quick Fields – streamline input of

documents into Laserfichedocuments into Laserfiche Snapshot – Allow users to input Snapshot – Allow users to input

electronic records into Laserfischeelectronic records into Laserfische Audit Trail – Track activity Audit Trail – Track activity

What is the Service?What is the Service? Needs AssessmentNeeds Assessment Planning & CoordinationPlanning & Coordination Electronic System ImplementationElectronic System Implementation

Preparing documents for scanningPreparing documents for scanning Indexing of records for a quick retrieval and Indexing of records for a quick retrieval and

securitysecurity Scanning of documentsScanning of documents Quality and accuracy of scanned records Quality and accuracy of scanned records

Ongoing Support/Maintenance Ongoing Support/Maintenance Web Access to District RecordsWeb Access to District Records Training Training

QUESTIONS AND ANSWERSQUESTIONS AND ANSWERS

Contact information:

Kaushika Patel - Rockland BOCES (845) 627-4735

Maureen McCarthy – LHRIC(914) 592-4203

LHRIC - EDM Resource PageLHRIC - EDM Resource Pagehttp://www.lhric.org/resources.cfm?http://www.lhric.org/resources.cfm?subpage=277subpage=277