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MINT

MINT. M anaging I nformation in N :Drive T raining. Agenda. Fundamental shift in how we manage SCRD’s electronic records Definitions How to make N drive work Keeping N drive clutter free Comfort break – 5 minutes Controls for N drive Searching for and finding records in N drive

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MINT

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  1. MINT Managing Information in N:\Drive Training

  2. Agenda Fundamental shift in how we manage SCRD’s electronic records Definitions How to make N drive work Keeping N drive clutter free Comfort break – 5 minutes Controls for N drive Searching for and finding records in N drive Information on paper records How the folders are designed How the classification system works

  3. AdjustMint Paradigm shift in saving SCRD’s electronic records

  4. The LGMA Classification System A uniform system of classifying records based on subject. Provides retention schedules for records.

  5. The new folder structure reflects the LGMA classification system FUNCTION Administration - Unrestricted PRIMARY 0340 Manuals & Policies SECONDARY  0340-20 Manuals

  6. Case files have been built to reflect the current needs of each department or division FUNCTION Administration - Unrestricted PRIMARY 0340 Manuals & Policies SECONDARY 0340-20 Manuals CASE FILES Administration  Building/Bylaw  Community Service  Fire

  7. Why a new structure? Easy access. Less time hunting for information. Simplified finding. All related documents in one place. Information sharing between staff and departments. Version control. To meet legal records requirements. To meet FOI requirements. To follow legislated retention rules.

  8. Records ManageMint Some definitions

  9. Records Belong to the SCRD All records, regardless of the media, received or created by you during the regular course of business belong to the SCRD.

  10. What is a Record? Books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records

  11. Is it a Record? Was it created in the course of business? Was it received for action? Does it document organizational activities and actions? Is it mandated by statute or regulation? Does it support financial obligations or legal claims? Does it communicate organizational requirements?

  12. Transitory Documents Required for a limited time to ensure the completion of a routine action or the preparation of subsequent record

  13. Is it Transitory? Does it contain information that is of only immediate or short-term business value? Is it a duplicate (or c.c.) that was circulated to you strictly for reference purposes? Is it a draft version that will have no further value once an updated or final version is produced?

  14. CommitMint How to make N:\ work

  15. Security for the new share • All staff will have access to everything unless there is a reason not to.

  16. RULES FOR N DRIVE Do not delete or move documents UNLESS created or saved by you. Do not access records if there is no reason to do so

  17. Confidential Records • Confidential files are locked down. • Two sets of similar folders at the Function level will be identified as either RESTRICTED or UNRESTRICTED • Confidential records: • In-camera minutes and reports • Legal advice • Payroll and personnel documents • Building security • Bylaw (and law) enforcement investigations • FOI requests • Land negotiations prior to finalizing • Tenders and quotes prior to selection of winning bid • Claims and litigation

  18. How to handle confidential records • Save them in the appropriate restricted folder • Personnel records: • Staff evaluations, grievance investigations, etc. • Save in My Documents until complete then print and give to HR • Draft schedules • Save in My Documents then post in N:\ drive when complete • Then delete from My Documents

  19. Emails • Emails documenting actions should be filed by the subject. • For Example • approvals, • records of decision, • requests for service. • Only file final versions – original email and responses. • Delete transitory emails.

  20. Saving Emails • Emails within the SCRD: • Sender saves the email and responses • Except: Info@scrd.ca - whoever receives the forwarded email saves it • Emails from outside the SCRD: • Receiver saves the email • If more than 1 recipient, the first person on the list saves the email

  21. Save Emails as .msg • When saving emails to N:\ drive, they must be in the Outlook Message Format • Retains the attachments • Retains the metadata

  22. Photographs • Photographs that record SCRD business: • Rename to identify content and date. File in the folder that they are related to. • Non-record photographs: • Photos that don’t document business are not to be filed on N:\. File on the Intranet instead. Intranet\Internal & External Links\Internal Links\SCRD Photos Folder

  23. Templates • Templates are to be saved in N:\ • Assets & Procurement/1110 Forms/1110-20 Forms & Templates • Post the templates and forms to the Intranet for everyone’s access • Prevents the possibility of the template being changed or deleted

  24. ContainMint Keeping N: Drive Clutter Free

  25. RESPONSIBILITIES • When a document is complete delete • DRAFTS (except for drafts that have been approved by the Board)and • RESEARCH ITEMS that have no ongoing informational value to staff • Always keep documents that record SCRD business

  26. Delete TRANSITORY Documents Working documents, drafts. Transmittal letters or emails that do not add information to that contained in the transmitted material. Reproduced or published material received from other offices which require no action and are not required for documentary purposes.

  27. RegiMint Controls for N: Drive

  28. Creating New Folders • You will be able to open and save files • Only Records Management can create new folders(at any level), although there are a few exceptions. • Exceptions: folders that are created on a regular basis too numerous for Records Management to handle. • Zoning applications • Building permits • Bylaws • Create a request in the Records Management help desk providing details and reasons for the new folder. • On the Intranet under Helpdesks

  29. Put documents away so that they can be found. Use the correct classification and case file folder. Use naming conventions.

  30. Sharing Documents Within SCRD Send a hyperlink Can not send a file within the SCRD

  31. Documents from GIS GIS will create the document and save it in N:\Information Systems & Services\ 1310 Information Systems & Services – General 1310-01 GIS Temporary Folder You will be notified the document is there You must move it to the appropriate folder It is a temporary folder and documents will only be stored there for 1 week!

  32. NAMING CONVENTIONS The year must be included in all titles (YYYY) Aquatic Schedule 12Aquatic Schedule 2012 2012Aquatic Schedule Dates must be in the YYYY-MMM-DD format 2012-01-05ISC Agenda 2012-JAN-05 ISC Agenda

  33. Short but meaningful Descriptive of the contents of the file (concise) while making sense to others (not too concise).  Anne’s file  N Drive N Drive Training 2012

  34. Maximum 100 characters • Windows allows 256 characters are allowed; including all folder names (which can be between 85-100 characters). Administration Unrestricted0390 Conferences, Seminars, Symposia 0390-20 Conferences • File names are to have no more than100 characters

  35. Identify the department (or person) who initiated the document.  Response to Angry Taxpayer 2012-Dec-31ar Duncan Waste of Tax Money Response 2012-Dec-31  Infrastructure Duncan Waste of Tax Money Response 2012-Dec-31

  36. Avoid acronyms and abbreviations unless they are more commonly used than the full name.  Advisory Com  Advisory Committee  Field Rd  Field Road  Gibsons and Area Community Centre  GACC

  37. Avoid words such as ‘the’ ‘and’ ‘a’ ‘but’ ‘so’ or ‘if’ unless they make the title more understandable. Use ‘and’ if it is needed to clarify the title. The SCRD SCRD Paddleboat Parasailing Concessions Paddleboat and Parasailing Concessions

  38. Put common words such as “draft” or “version” at the end of the title.  Draft Smith Failure to Pay  Smith Failure to Pay Draft  V02 2012 Budget  Budget 2012 V02 (or 2012 Budget V02)

  39. When you include a number in a title always use a 2 (or 3) digit number (add a zero to the front) to allow proper sorting. Years are an exception.  Version 2  Version 02  CP61 and CP361  CP061 and CP361

  40. Capitalize the first letter of each word. Don’t capitalize the entire name. • When creating multiple versions of a document, use the same title for all versions.  N Drive Architecture V01  N Drive Architecture V02  N Drive Architecture Final

  41. Punctuation • Avoid punctuation other than the hyphen or an apostrophe. Punctuation increases the characters of the file name, and if used inconsistently makes searching difficult.  B.C. Legislation  BC Legislation • BC Legislation-Draft  St Marys Hospital  St Mary’s Hospital

  42. AccoutreMints Additional information you need to know

  43. My Documents • It is on the network • 500 MB limit • Remember to empty your recycle bin • Over limit consequences

  44. Searching for your records • No more than 4 levels to get to your file • We will no longer have year folders. • Search for your record using Windows Explorer • Right click on the start button at the bottom left of the windows screen and select “Open Windows Explorer”

  45. How do I file my documents on the N: drive? The logical method: Think about the content of the file and look under the relevant function. Use the Classification List to review categories. Use the Windows search. Use the Cheat Sheet to help you convert old categories to new. Create a shortcut if you are always accessing that file

  46. DocuMint What about our hard copy records

  47. Central Files • What goes to Central Files? • Master file copy • Legal documents • Correspondence • What doesn’t go to Central Files? • Copies • Junk mail

  48. Inactive Records Centre • IRC • Retrieval requests • Urgent requests • Giving records to another staff member • Overdue notices

  49. Original Records Leaving the SCRD • Originals are not to leave the SCRD • (Our) Lawyers requiring originals • Ask if a certified copy is acceptable • If they must have originals: • Advise Records Management • Make copies of all documents before releasing them • (Our) Consultants asking for documents • Ask your manager before releasing them (FOI implications) • Provide copies only

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