Managing the Paper Mountain

1. Managing the Paper Mountain Kaushika Patel, Rockland BOCES Maureen McCarthy, Lower Hudson Regional Information Center

2. Agenda • Introductions • Demonstration of Laserfiche software – Ginny Butler from General Code • Records Management Challenges – Jamestown Public Schools • Records Management Service – Kaushika Patel & Maureen McCarthy • Questions and Answers

3. Two Areas of Focus • Rockland BOCES and the LHRIC have partnered to offer archive service for scanned documents and electronic files via web access to General Code’s EDMS; creation of microfilm copy is also available • LHRIC continuing to research and offer E-mail Archiving solution for easy capture, indexing, storage, and subsequent retrieval of e-mail to comply with eDiscovery, litigation hold and NYS ED-1 records retention requirements

4. Records Lifecycle

5. Records Management Program A records management program includes, but is not limited to: • the legal disposition of obsolete records • the identification and administration of and access to records of enduring value • filing and indexing systems • the use of computer or other technology information • the storage and management of inactive records no longer needed to conduct day-to-day business in the office • the microfilming of records • the oversight of the creation and use of forms, correspondence and other records • and the provision for protecting vital records

6. Records Management Provides control over records from creation to destruction Ensures that records are retained and usable through their mandatory retention periods. Ensures that records are destroyed at the end of their retention periods.

7. Issues & Concerns • Business Issues • Growth of Electronic Records • Importance of Electronic Records • Inadequate Controls for Creation, Storage, and Retention • Information Redundancy

8. Best Practices • Create and save ONLY records you need • Retain necessary records; dispose of obsolete records • Store records safely and securely • Be able to retrieve records quickly and easily • Keep the process for sharing information simple • Have documented procedures and good training for everyone • Use technology appropriately • Have a Disaster Recovery Plan – and USE it

9. 2008 Revisions to Regulations • Electronic copy can be the official copy, provided… • Follow the procedures in Section 185.5 • Ensure Records retention is incorporated into electronic systems • Ensure that records are accessible and usable for full retention period • Develop documentation for permanent records • Prepare preservation copies of permanent records and store offsite • Ensure media integrity

10. Laserfiche Software • Records Management Module • Web Access • Quick Fields – streamline input of documents into Laserfiche • Snapshot – Allow users to input electronic records into Laserfische • Audit Trail – Track activity

11. What is the Service? • Needs Assessment • Planning & Coordination • Electronic System Implementation • Preparing documents for scanning • Indexing of records for a quick retrieval and security • Scanning of documents • Quality and accuracy of scanned records • Ongoing Support/Maintenance • Web Access to District Records • Training

12. QUESTIONS AND ANSWERS Contact information: Kaushika Patel - Rockland BOCES (845) 627-4735 Maureen McCarthy – LHRIC (914) 592-4203 LHRIC - EDM Resource Page http://www.lhric.org/resources.cfm?subpage=277