MailCom 2011 Records & Information Management
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This document provides an overview of a presentation titled "Records & Information Management". It discusses key metrics around paper records including the annual circulation of paper documents, costs of document handling, and storage requirements. It also reviews the lifecycle of records, elements of records management programs, legal requirements, and related standards and professional organizations. The presentation aims to explain why organizations need good records management practices and how they can benefit from implementing a records management program.
MailCom 2011 Records & Information Management
- 1. Course #: OS139 Title: Records & Information Management Scheduled For: Monday, Round Three, 4:30-5:30 pm Presented By: William L. Ware, CMDSM Oce Business Services James P. Mullan, CMDSM Oce Business Services
- 2. . RECORDS & INFORMATION MANAGEMENT William L. Ware James P. Mullan
- 3. Records Related ? 1.6 trillion pieces of paper circulating annually 35 hours of work stacked on desks 45 minutes per day wasted on searching
- 4. Misfiled Records 1 % to 5 % of all records are misfiled. It costs approximately $100 to find a misfiled record. Searching for misfiled records can waste up to 15 % of a workday.
- 5. Records Studies Show 95 % of an organization’s records over three years old are never referred to again 85 % of all records are never referred to again once they are filed 70 % to 75 % of all correspondence is internal
- 6. RIM Surveys Show ! 10 % kept for the life of the organization 20 % retained currently 35 % transferred to storage 35 % disposed / destroyed
- 7. Document Handling Costs Over 325 billion paper documents are handled by U.S. Businesses each year at an approximate average cost of $0.25 per document.
- 8. Forms Costs More than $6 billion is spent on preprinted paper forms in the United States each year. For every dollar spent on the form itself, another $60 is spent filling out, correcting, transporting, filing, sorting, and retrieving it.
- 9. Metrics 2,500 pages = 1 archive box 1 CD-ROM (650 MB) = 6 archive boxes 1 million pages = 400 archive boxes = 80 CDs Information held in document form is doubling every 4 years.
- 10. Table of Contents WHAT ARE RECORDS ? WHAT ARE NOT RECORDS ? WHY DO WE NEED "GOOD" RECORDS ? RECORDS MANAGEMENT – a definition THE SCOPE OF RECORDS MANAGEMENT THE LIFE CYCLE OF A RECORD
- 11. Table of Contents (cont.) ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS BENEFITS OF RECORDS MANAGEMENT PROGRAMS RECORDS VALUES
- 12. Records Values Administrative or Operational Fiscal or Financial Legal or Regulatory Historical or Archival
- 13. Table of Contents (cont.) LEGAL REQUIREMENTS RELATED TO RECORDS
- 14. Jurisdictions Federal Government 50 States 8 Territories 6 Indian Nations 1 District (Washington, DC) Foreign Countries
- 15. Code of Federal Regulations Over 1500 pages Title 7 – Agriculture Title 10 – Energy Title 12 – Banking Title 15 – Foreign Trade Title 16 – Commercial Practices
- 16. Code of Federal Regulations Title 17 – Commodity & Securities Exchanges Title 21 – Food & Drugs Title 26 – Internal Revenue Title 28 – Judicial Administration Title 34 – Education Title 39 – Postal Service
- 17. Code of Federal Regulations Title 42 – Public Health Title 46 - Shipping Title 47 – Telecommunications Title 48 – Government Contracts Title 49 - Transportation
- 18. Table of Contents (cont.) INTERNATIONAL RECORDS RETENTION PERIODS INTERNATIONAL LEGAL SOURCEBOOKS STEP-BY-STEP PLAN FOR ISO9000 COMPLIANCE FOR MULTINATIONAL RECORDS COMPONENTS OF THE ISO9000 STANDARDS WITH THEIR RECORDS MANAGEMENT IMPLICATIONS
- 19. International Organization for Standardization ISO 9000 Quality Management ISO 14000 Environmental Management ISO 15489 Information & Documentation – Records Management ISO 22000 Food Safety ISO 27000 Information Technology – Security Techniques ISO 28000 Supply Chain Security
- 20. Table of Contents (cont.) RELATED PROFESSIONAL ORGANIZATIONS
- 21. Professional Organizations Membership Contacts Networking Links Certification Industry / Function Specific International
- 22. Professional Organizations (cont.) Education Conferences Seminars Training Professional Development Employment Advice / Help
- 23. Professional Organizations (cont.) Bookstore Publications Products Services Resources List Serves
- 24. ARMA International Association of Records Managers and Administrators State & Regional Chapters International Chapters Industry Specific Groups Related RIM Organizations Web Sites Over 10,000 members
- 25. AIIM The Association for Information and Image Management State & Regional Chapters International Chapters Industry Specific Groups Over 35,000 members
- 26. Storage
- 27. IRON MOUNTAIN A World Leader in Records Management “ A Professional Guide to Records Retention”
- 28. Schedules
- 29. Records Retention Schedules Credit Suisse First Boston Pfizer Millennium Law Firm (sample)
- 30. Table of Contents (cont.) FILING CLASSIFICATION METRICS
- 31. Key Issues Professional Development Document Management System Conversions Legality of Storage Media Electronic Records Management International Issues
- 32. Key Issues (cont.) Admissibility of Records Policies & Procedures Technology Issues – Hardware & Software ISO – International Organization for Standardization Records Values
- 33. Key Issues (cont.) Imaging Outsourcing Security Standards Systems Sarbanes-Oxley Act
- 34. Question The Records? If no law governs the records ? If there is no business need for the records ? Can you dispose of the records ? What is the risk ?
- 35. Records & Information Management Questions ? William L. Ware --- James P. Mullan Comments ?
- 36. Records & Information Management Thank You
- 37. Contact Information William L. Ware , CMDSM Senior Site Manager Oce Business Services, Inc. Time Inc. 1271 Avenue of the Americas, SB 66 New York, NY 10020 212-522-9258 office 212-522-1249 fax E-mail – mailroom@timeinc.com James P. Mullan , CMDSM National Operations Manager Oce Business Services, Inc. Chubb & Son 15 Mountain View Road Warren, NJ 07059 908-903-2869 office 201-779-9355 cell 908-903-2027 fax E-mail – jmullan@chubb.com
- 38. RECORDS POSITIONS Records Clerk Records Manager Conversion Specialist Records Specialist