Transcript CMP Records Management Preparedness

Coordinated Strategy for CMP Restacking
Archives and Records Management Section and CMP Office
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2008 – 2009: Move to Swing spaces
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2011 – 2012
Preparation and restacking
• Move to open floor
plan offices
• All Departments will be
located in both he
Secretariat and Annex
buildings
• Departmental filing
space not to exceed
1,100 linear feet per
floor
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Objectives
• Reduce the volume of paper records in office:
Compliance with best records management
practices and ST/SGB 2007/5
• Improve space and cost efficiency:
Use Secretariat and Annexes prime office space to
store active records only
• Improve electronic record-keeping:
Use transition as opportunity to implement ARMS
guidelines on the management of e-records
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What Offices need to do
• Nominate Records Focal Points to work with
ARMS
• Review records holdings in offices
• Develop retention policies
• Implement the retention policies
• Identify records for digitization
• Deploy technology solution to capture erecords
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Challenges
• Some offices have high volume of records
• Lack of information management resources
to develop tools to manage records
• Some Departments do not have retention
schedules
• Technology to support digitization of files or
management of e-records at its infancy
• Digitization is costly and resource intensive
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ARMS Role
• Coordination:
– ARMS is the primary resource and point of contact for all records
questions, including e-records
• Advice:
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Identify Personal vs. Business Records
Development of Retention Policies
Records transfer and disposal
e-records digitization
• Services:
– Storage and Retrieval
– Preservation
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How the message will be conveyed
Communication on iSeek
 Information campaign on best records management
practices
 Dedicated CMP page on ARMS website
Online records management resources
 Record Management CMP Toolkit
 E-Learning programme for all Secretariat Staff
Training
 Focal points in coordination with CMP and OHRM
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What Departments will achieve:
• Confidence in disposing records in an accountable
and safe way
• Efficient use of office space
• Safeguard offices’ institutional memory and the
accountability
• Increase accessibility to the records through
digitization
• Lay ground work for electronic record-keeping
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Contacts
Stephen Haufek
[email protected]
3-1747
Anne Fraser
[email protected]
3-8685
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