Who Has Time to File?

Moving Beyond Banker Boxes

Pre-Oops

• Legacy electronic procurement system allowed for very limited electronic record-keeping

• Paper records on quotes and RFPs usually filed within immediate office areas

• There was a large file room – where we kept “old” records for 7 years by state law

• Access to inactive file room was wide open• Internet and email changed how we kept

records

Oops

• FFLEP “scandal” prompted media to file Indiana Open Records Request on our files

• Vast amount of files for this one project—an entire banker box for this one project

• This commodity area had shifted around-and many people were involved in the search

We could not find the file!!!

Post-Oops

• Maintaining records/audit trail is a core competency

• Recognizing there is a problem• Developing plan• Getting buy in• Changing habits

Existing Resources

• Understanding our technology– Central server – Central directories

• Under-utilized space• Purchased high speed scanner

Our Response

• Create an archivist position– Only that person can “archive”– Only that person can “retrieve”– Note: ensure you have a back-up archivist

• Create a consistent and efficient way of managing all records

• Tie it back to our electronic system with PO number– Where there isn’t a PO number, create a

records number

Our Response (cont)

• Create a very specific procedure for moving “ready” file from the buyer to the archivist– Transfer all electronic files: documents, e-

mails, spreadsheets, etc.– Transfer all non-electronic files:

• Try to make everything electronic• Only “samples” that cannot be scanned should be

non-electronic

– One the transfer is made, the buyer no longer owns the materials; the archivist does

• The archivist keeps a very detailed log

Cultural Change!

• Buyers had to learn to “let go” of “their” files• As buyers worked on projects, must plan for

archiving• Changed mindset to try to have everything

electronic• Hard copies were immediately scanned and filed

with the electronic PO file• Have to make time to “archive” from the buyer

electronic directory to the Archivist• Began questioning need for anything in hard copy

What if you don’t have:

• Staff• Technology• Space• Money• All of the above