Mission: Archivist

1. Mission: Archivist LI 849: Records and Information ManagementProf. David StewardSLIM, Emporia State University Doug Frazier, Jonathan Falk, Mindy Brunkhardt November 18, 2013

2. The Situation

3. Wikileaks.org • Foundation • 2006 • Julian Assange • Newest controversy • Kansas City office • Director Jane Johnston • Supervisor Jim Philby • Accused of sexualharassment by staff

4. File Theft • Unrelated to the accusations • Discovered during litigation • Using USB drives • Lady Gaga music, lyrics, images • Classified, privileged information

5. Current RIM Practices • No security policy • No monitoring software • Office shredders and recycle bins • Computer passwords • No biometrics

6. Litigation Record Retrieval

7. Sexual Harassment Assumptions Physical* Electronic • Email • Chat • Text messages • Tweets • During team meetings • Individual meetings • General office area • Hallways and elevators * Physical meaning face-to-face, not physical sexual harassment

8. Records under Scrutiny • Personnel records • Human resources (HR) • Departmental records • Staff evaluations • Supervisor evaluations • Disciplinary records • Bring Your Own Device • Smart phones • Tablets • Lab top computers

9. Litigation Priorities

10. Electronic Holds • Create audit form • Organizational & employees’ personal • Emails, chats, text messages, tweets, etc. • From Johnston and Philby to plaintiffs and staff • Filtered by keywords or audit form • Work with IT department • Develop data map of servers • Locate electronic records

11. Physical Holds • Organization’s meetings’ • Minutes • Formal & informal notes • Recordings • Staffers’ meeting notes • Physical • Electronic • Disposition/interviews with plaintiffs’ colleagues

12. Actions to Meet Litigation

13. Electronic Records • Immediate electronic policy change • Incorporate monitoring procedures • Electronic downloads, uploads and transfers • Retrieval of electronic communications and records using audit form • Personal • Organizational

14. Paper Records • Immediate paper policy change • Replace • Paper recycle bins with secure shredding bins near photocopy and printing stations • Office shredders with secure consoles • Provide audit form for electronic and physical record retrieval

15. Litigation Budget

16. One-Time Costs • Personnel IT department General staff • Hardware • Software E-communications organization • Total litigation costs $ 35,000 $ 30,000 $ 15,000 $ 60,000 $ 140,000

17. Records Management Plan

18. Vision • WikileaksRM Department commits to ensuring its Records Management Program can provide timely and efficient service to support decision making and meet business needs, legal, evidential and accountability requirements and fulfill community expectations

19. Mission • WikileaksRM Department will achieve this vision by ensuring compliance with legislative requirements for records management and recordkeeping, and by developing staff knowledge and experience to meet their responsibilities

20. Long-Term Goals

21. Step 1: Begin • Establish RM department • Chief executive level officer • Director, supervisors, staff, additional support • RM policy • Write & approved by the chief executive officers • Circulate to staff • RM procedures • Meet policy • Keep full & accurate records • Circulate to staff

22. Step 2: Assess • Staff involvement • Educate and train in RIM policy, procedures • Skills audit, training needs analysis • Organize & budget training • Recordkeeping • Identify requirements • Perform internal audit of business system • Apply changes to system to meet requirements

23. Step 3: Create • Create efficient, intuitive methods & tools to organize records • User-created tags • Thesaurus • Metadata • Develop a retention & disposal authority • In-house • Vendor

24. Step 4: Action • Implement plan • Organize new & old records via RIM plan • Retain or dispose • Reduce storage costs • Monitoring regimen • Compare RIM practices to objectives • Perform self-audits • Look for areas of improvement • Improve availability

25. Step 5: Secure • Distinguish • Vital records • Non-vital records • Create disaster plan • Write plan • Train staff • Test and adjust

26. RM Annual Budget

27. Personnel • Chief Information Officer • $200,000 • RM Director • $140,000 • RM Staff member • Three members • $80,000 each

28. Material Costs Physical & Hardware Software • $25,000 • Servers • Security hardware • Paper works • $50,000 • Security software • Software • Organizational • Indexing • Cataloging • Retrieval

29. Physical Records Costs • Vendors • Underground Vaults & Storage • Iron Mountain • Daniel’s Moving & Storage • Media Services • Services • Storage, retrieval, shredding, delivery, data back-up & recovery, document imaging • Annual cost • Between $25,000 and $100,000, depending on service

30. Total Annual Costs Personnel Material costs Vendor costs Total Annual $ 380,000 $ 75,000 $ 100,000 $ 555,000

31. Purpose of RM

32. Purpose • Document daily operations • Respond to past decisions and activities • Comply with laws, regulations, and standards • Remainaccountableandtransparent

33. Questions or Comments?

34. References Dove, A. (2010). Drafting a Dream Team to Prevent E-Discovery Nightmares. Information Management, 18–23. Franks, P. (2013). Records & information management. Chicago, IL: American Library Association. Generally Accepted Recordkeeping Principles. (n.d.). Retrieved November 18, 2013, from http://www.arma.org/r2/generally-accepted-br-recordkeeping-principles New South Wales, A Division of the Department of Finance and Services. (n.d.). Sample records management short and long term plan — State Records NSW. Retrieved November 16, 2013, from http://www.records.nsw.gov.au/recordkeeping/resources-for/small-public-offices/records-management-toolkit/long-and-short-plan