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Archiving a Gubernatorial Administration Change. Mission Impossible?. 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
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Archiving a Gubernatorial Administration Change Mission Impossible?
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
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…