Records Management Training Cyndi Fout Lead Project Controls August 27, 2008

1. Records Management Training Cyndi Fout Lead Project Controls August 27, 2008

2. Agenda • Purpose of Records Management • Project File Set Up • Hardcopy File Management • Break • Electronic File Management • Break • E-mail Management & Correspondence • Consolidating Existing Files • Closeout, Archiving, and File Maintenance • Activity • Question & Answer

3. Purpose of Records Management • Purpose of Records Management • Complete and thorough project records • Documents are easily retrievable • Maintain consistency across projects • Ease the merging of electronic and hardcopy files • Internal Audit Report

4. Purpose of Records Management • What is a Project Record? • Documents the function, policies, decisions, procedures, operations, and activities • Examples: • FIPA Form • Contracts • Change Orders • E-mails with directives • Payment Request

5. Purpose of Records Management • What is a Non-Project Record? • DOES NOT document the function, policies, decisions, procedures, operations,andactivities • Examples • Preliminary drafts (when superseded) • Simple Transactional Communication • Personal Copy or Extra Copy

6. Project File Set-up • Project File Set-Up • Data Control Technician responsible to set up both hardcopy and electronic file folders • Project File Structure • Hardcopy Initial Folder • Electronic File Template

7. Project File Set-up • Communication to A/E, Construction Manager, and Consultants • Project Manager is responsible to share Project File Structure • Strongly encourage them to organize their files in same manner

8. Hardcopy File Management • Location • Lektriever • Cabinets across from FDC mail boxes • Cabinets along the hallway by the kitchen • Times 2 along the south wall (Medical Center Team) • Projects filed in numerical order • File cabinets labeled

9. Hardcopy File Management • Supplies • File folders • Hanging folders • Pendaflex • Pre-printed colored file labels • Blank white file labels • In/Out guide • “Personal Copy” stamp • File stamp

10. Hardcopy File Management • Supply Location • Shelves below Lektriever • Shelf in Times 2 • Maintenance Building • 2nd Floor Central Service Bldg • PARE

11. Hardcopy File Management • Folder Labels • Color coded labels (green, blue, yellow, red) • Existing folders cannot be renamed or renumbered • Add subfolders as needed (yellow and red levels only)

12. Hardcopy File Management • Pre-printed labels for file folders • Vendor name may need to be hand written or typed • Personal Copy Stamps PERSONAL COPY • Copies kept at desk for reference

13. Hardcopy File Management • Project File Responsibility and Checklist • List documents that are to be filed under specific folders • Chronological order, most recent on top • Numerical order, highest number on top • Identifies person responsible to place document in file or in the designated “To Be Filed” trays

14. Hardcopy File Management • Project File Responsibility and Checklist (cont’d) • All procurement activities are under folder 0100 (including construction; SoV & SMSD) • SD, DD, CD, Bid Documents, Conformed Documents to be submitted as a PDF • Will be added to the Building Design Standards

15. Hardcopy File Management • Stamp documents to be filed: FILE COPY Project #_____________________ Folder #______________________ Main Subfolder #_______________ Subfolder Name:_______________ • Checking Out Files • In/Out Guides

16. Hardcopy File Management • Records may need to be kept at employee’s desk until task is complete • Professional Services Contracts & Amendments • Construction Contracts • Bid & Conformed Documents (Plans & Specs) • Prevailing Wage • Required to be kept in a secure location separate from project records

17. Hardcopy File Management • A central file will be available for all 5-15 Day Notices and Professional Services/Contractor Evaluations • Data Control Technician (DCT) will maintain file • Located in Lektriever

18. Break • 10-Minute Break

19. Electronic File Management • Location • Accessible via NetLink (must be connected to server)

20. Electronic File Management • Accessing from Remote Location • Use VPN Connection • Instructions for Accessing FOD VPN • Contact FOD IT Help Desk if you have problems

21. Electronic File Management • Main Project Folders (green)

22. Electronic File Management • Main Subfolders (blue)

23. Electronic File Management • Subfolders to main subfolders (yellow)

24. Electronic File Management • Additional Subfolders (red)

25. Electronic File Management • Project Team may need to add additional yellow or red level folders • Correspondence folders • Vendor/Contractor specific folders • Copy template subfolders when needed • Copying folders will also copy subfolders

26. Electronic File Management • Right click on subfolder name then select “copy”

27. Electronic File Management • Right click inside window and select “paste”

28. Electronic File Management • Right click on folder name and select “rename”

29. Electronic File Management • New subfolder is created with vendor name

30. Electronic File Management • Subfolders are also copied

31. Electronic File Management • Are you consistently adding yellow or red folders? • Discuss with Lead Project Controls to include in project folder template • Does not include specific vendor folders • Do not add green or blue level folders • Discuss with Lead Project Controls what your needs are • Changes can be made to the standard template

32. Electronic File Management • Creating Shortcut Folders • Locate project folder on L drive under FDC-Projects folder

33. Electronic File Management • Right click on the project folder and select “create shortcut” • “shortcut to <project #>” will appear at the end of the folder listing

34. Electronic File Management • Right click shortcut folder, select “cut” • Right click on desktop, select “paste” Shortcut folder will appear

35. Electronic File Management • To rename the folder, right click on the folder name, select “rename” and enter new folder name

36. Electronic File Management • Proper File Identification • Describes the document • Accurately tracks document production and distribution (version control) • Footer includes path and file name • Consistency helps meet legal requirements and identifies the content of the document

37. Electronic File Management • File Path • Identifies the location of the document L:\FDC-Projects\OSU-071534\0100 Procure_Products-Services\ 0110_Associate\Selection_Process • File Name • Name of the file as it stands alone 0100_Interview_Agenda *note you may need to update certain tools/templates that could be filed in multiple folders (i.e., 0110_Interview_Agenda; 0120_Interview Agenda

38. Electronic File Management • Version Control • Tracks revisions and comments • Dates – place at the beginning of the file name as: yyyy-mm-dd • Revision numbers – place at the end of the file name as: Rev_1 or V_1

39. Electronic File Management • Project Delivery Site(New Look) Expandable Sections

40. Electronic File Management • Templates/Tools under each section Click on triangle to expand and collapse

41. Electronic File Management Project policies, guidelines, and instructions

42. Electronic File Management • Templates/Tools • Footer already includes file path and file name • File name includes folder number and document name L:\FDC-Projects\_Documents\0000_Initiate-Plan_The_Project\0030_Estimate_Letter.doc • Once saved in the project file the hard copy file will have all the information in the footer to file the document – no file stamp is needed

43. Electronic File Management • Saving tools/templates into project file • Open tool/template from the Project Delivery Site • File download message will appear. Select “Save”

44. Electronic File Management Select L drive

45. Electronic File Management Select FDC Project folder

46. Electronic File Management Select project folder (numerical order)

47. Electronic File Management Select main project folder

48. Electronic File Management Select main subfolder

49. Electronic File Management Select subfolder

50. Electronic File Management Select “Save” Note: the file name does not need to be changed