Transcript www.civicinfo.bc.ca

MINT
Managing Information in
N:\Drive Training
www.scrd.ca
Agenda
• Fundamental shift in how we manage SCRD’s electronic
records
• Definitions
• How to make N drive work
• Keeping N drive clutter free
• Comfort break – 5 minutes
• Controls for N drive
• Searching for and finding records in N drive
• Information on paper records
• How the folders are designed
• How the classification system works
www.scrd.ca
Adjust
Mint
Paradigm shift in saving
SCRD’s electronic records
www.scrd.ca
www.scrd.ca
The LGMA Classification System
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A uniform system of classifying records based on
subject.
Provides retention schedules for records.
www.scrd.ca
The new folder structure reflects
the LGMA classification system
FUNCTION
PRIMARY
SECONDARY
 Administration - Unrestricted
 0340 Manuals & Policies
 0340-20 Manuals
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Case files have been built to reflect
the current needs of each
department or division
FUNCTION
PRIMARY
SECONDARY
CASE FILES
 Administration - Unrestricted
 0340 Manuals & Policies
 0340-20 Manuals
 Administration
 Building/Bylaw
 Community Service
 Fire
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Why a new structure?
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Easy access. Less time hunting for information.
Simplified finding. All related documents in one place.
Information sharing between staff and departments.
Version control.
To meet legal records requirements.
To meet FOI requirements.
To follow legislated retention rules.
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Records
Manage
Mint
Some definitions
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Records Belong to the SCRD
• All records, regardless of the media, received or created
by you during the regular course of business belong to
the SCRD.
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What is a Record?
• Books, documents, maps, drawings, photographs,
letters, vouchers, papers and any other thing on which
information is recorded or stored by graphic, electronic,
mechanical or other means, but does not include a
computer program or any other mechanism that
produces records
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Is it a Record?
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Was it created in the course of business?
Was it received for action?
Does it document organizational activities and actions?
Is it mandated by statute or regulation?
Does it support financial obligations or legal claims?
Does it communicate organizational requirements?
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Transitory Documents
• Required for a limited time to ensure the completion of a
routine action or the preparation of subsequent record
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Is it Transitory?
• Does it contain information that is of only immediate or
short-term business value?
• Is it a duplicate (or c.c.) that was circulated to you strictly
for reference purposes?
• Is it a draft version that will have no further value once
an updated or final version is produced?
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Commit
Mint
How to make N:\ work
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Security for the new share
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All staff will have access to everything unless there is a
reason not to.
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RULES FOR N DRIVE
• Do not delete or move documents
UNLESS created or saved by you.
• Do not access records if there is no
reason to do so
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Confidential Records
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Confidential files are locked down.
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Two sets of similar folders at the Function level will be
identified as either RESTRICTED or UNRESTRICTED
Confidential records:
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In-camera minutes and reports
Legal advice
Payroll and personnel documents
Building security
Bylaw (and law) enforcement investigations
FOI requests
Land negotiations prior to finalizing
Tenders and quotes prior to selection of winning bid
Claims and litigation
www.scrd.ca
How to handle confidential records
• Save them in the appropriate restricted folder
• Personnel records:
– Staff evaluations, grievance investigations, etc.
• Save in My Documents until complete then print and give to HR
– Draft schedules
• Save in My Documents then post in N:\ drive when complete
• Then delete from My Documents
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Emails
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Emails documenting actions should be filed by the
subject.
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For Example
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approvals,
records of decision,
requests for service.
Only file final versions – original email and responses.
Delete transitory emails.
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Saving Emails
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Emails within the SCRD:
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Sender saves the email and responses
Except: [email protected] - whoever receives the forwarded email
saves it
Emails from outside the SCRD:
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Receiver saves the email
If more than 1 recipient, the first person on the list saves the
email
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Save Emails as .msg
• When saving emails to N:\ drive, they must be in the
Outlook Message Format
– Retains the attachments
– Retains the metadata
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Photographs
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Photographs that record SCRD business:
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Rename to identify content and date. File in the folder that
they are related to.
Non-record photographs:
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Photos that don’t document business are not to be filed on N:\.
File on the Intranet instead.
Intranet\Internal & External Links\Internal Links\SCRD Photos
Folder
www.scrd.ca
Templates
• Templates are to be saved in N:\
– Assets & Procurement/1110 Forms/1110-20 Forms & Templates
• Post the templates and forms to the Intranet for
everyone’s access
– Prevents the possibility of the template being changed or deleted
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Contain
Mint
Keeping N: Drive Clutter Free
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RESPONSIBILITIES
• When a document is complete delete
– DRAFTS (except for drafts that have been approved by the
Board)and
– RESEARCH ITEMS that have no ongoing informational value to
staff
• Always keep documents that
record SCRD business
www.scrd.ca
Delete TRANSITORY Documents
• Working documents, drafts.
• Transmittal letters or emails that do not add information
to that contained in the transmitted material.
• Reproduced or published material received from other
offices which require no action and are not required for
documentary purposes.
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Regi
Mint
Controls for N: Drive
www.scrd.ca
Creating New Folders
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You will be able to open and save files
Only Records Management can create new folders
(at any level), although there are a few exceptions.
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Exceptions: folders that are created on a regular basis too
numerous for Records Management to handle.
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Zoning applications
Building permits
Bylaws
Create a request in the Records Management help
desk providing details and reasons for the new folder.
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On the Intranet under Helpdesks
www.scrd.ca
Put documents away so that they can
be found.
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Use the correct classification and case file folder.
Use naming conventions.
www.scrd.ca
Sharing Documents Within SCRD
• Send a hyperlink
• Can not send a file within the SCRD
www.scrd.ca
Documents from GIS
• GIS will create the document and save it in
N:\Information Systems & Services\
1310 Information Systems & Services – General
1310-01 GIS Temporary Folder
• You will be notified the document is there
• You must move it to the appropriate folder
• It is a temporary folder and documents will only be
stored there for 1 week!
www.scrd.ca
NAMING CONVENTIONS
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The year must be included in all titles (YYYY)
 Aquatic Schedule 12
 Aquatic Schedule 2012
 2012 Aquatic Schedule
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Dates must be in the YYYY-MMM-DD format
 2012-01-05 ISC Agenda
 2012-JAN-05 ISC Agenda
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Short but meaningful
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Descriptive of the contents of the file (concise) while
making sense to others (not too concise).
 Anne’s file
 N Drive
 N Drive Training 2012
www.scrd.ca
Maximum 100 characters
• Windows allows 256 characters are
allowed; including all folder names
(which can be between 85-100 characters).
Administration Unrestricted
0390 Conferences, Seminars, Symposia
0390-20 Conferences
• File names are to have no more
than100 characters
www.scrd.ca
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Identify the department (or person) who initiated the
document.
 Response to Angry Taxpayer 2012-Dec-31
 ar Duncan Waste of Tax Money Response 2012-Dec-31
 Infrastructure Duncan Waste of Tax Money Response 2012-Dec-31
www.scrd.ca
• Avoid acronyms and abbreviations
unless they are more commonly
used than the full name.
 Advisory Com
 Advisory Committee
 Field Rd
 Field Road
 Gibsons and Area Community Centre
 GACC
www.scrd.ca
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Avoid words such as ‘the’ ‘and’ ‘a’ ‘but’ ‘so’ or ‘if’ unless
they make the title more understandable. Use ‘and’ if it
is needed to clarify the title.
 The SCRD
 SCRD
 Paddleboat Parasailing Concessions
 Paddleboat and Parasailing Concessions
www.scrd.ca
• Put common words such as “draft”
or “version” at the end of the title.
 Draft Smith Failure to Pay
 Smith Failure to Pay Draft
 V02 2012 Budget
 Budget 2012 V02 (or 2012 Budget V02)
www.scrd.ca
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When you include a number in a title always use a 2
(or 3) digit number (add a zero to the front) to allow
proper sorting. Years are an exception.
 Version 2
 Version 02
 CP61 and CP361
 CP061 and CP361
www.scrd.ca
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Capitalize the first letter of each word. Don’t capitalize
the entire name.
When creating multiple versions of a document, use
the same title for all versions.
 N Drive Architecture V01
 N Drive Architecture V02
 N Drive Architecture Final
www.scrd.ca
Punctuation
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Avoid punctuation other than the
hyphen or an apostrophe. Punctuation
increases the characters of the file
name, and if used inconsistently makes
searching difficult.
 B.C. Legislation
 BC Legislation
 BC Legislation-Draft
 St Marys Hospital
 St Mary’s Hospital
www.scrd.ca
Accoutre
Mints
Additional information you
need to know
www.scrd.ca
My Documents
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It is on the network
500 MB limit
Remember to empty your recycle bin
Over limit consequences
www.scrd.ca
Searching for your records
• No more than 4 levels to get to your file
• We will no longer have year folders.
• Search for your record using Windows Explorer
– Right click on the start button at the bottom left of the windows
screen and select “Open Windows Explorer”
www.scrd.ca
How do I file my documents on the N:
drive?
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The logical method: Think about the content of the file
and look under the relevant function. Use the
Classification List to review categories.
Use the Windows search.
Use the Cheat Sheet to help you convert old
categories to new.
Create a shortcut if you are always accessing that file
www.scrd.ca
Docu
Mint
What about our hard copy
records
www.scrd.ca
Central Files
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What goes to Central Files?
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Master file copy
Legal documents
Correspondence
What doesn’t go to Central Files?
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Copies
Junk mail
www.scrd.ca
Inactive Records Centre
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IRC
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Retrieval requests
Urgent requests
Giving records to another staff member
Overdue notices
www.scrd.ca
Original Records Leaving the SCRD
• Originals are not to leave the SCRD
– (Our) Lawyers requiring originals
• Ask if a certified copy is acceptable
• If they must have originals:
– Advise Records Management
– Make copies of all documents before releasing them
– (Our) Consultants asking for documents
• Ask your manager before releasing them (FOI implications)
• Provide copies only
www.scrd.ca
Public Asking for Records
• Routinely released documents
• Freedom of Information requests
www.scrd.ca
Arrange
Mint
How the new folders are
designed
www.scrd.ca
How do I use it?
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Similar to library catalogue.
Broken into categories based on:
Function
Primary subjects
Secondary subjects
www.scrd.ca
Function
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Large blocks of subjects.
Organized by activity.
Roughly follows departmental responsibilities.
Provides a range of classification numbers.
www.scrd.ca
www.scrd.ca
Wonder
Mint
How the classifications work
www.scrd.ca
Primary numbers
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4 digit numbers.
Basic information classifications.
Broken down into a number of secondary headings.
www.scrd.ca
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0220 Appreciation, Complaints, Inquiries
0760 Building Construction
2320 Contracts
3360 Zoning and Rezoning
5360 Solid Waste
6120 Parks – Individual
8710 Ferries
www.scrd.ca
Secondary numbers
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2 digit numbers.
Subject specific.
Some secondary numbers are a case series.
www.scrd.ca
2830
Volunteers
2830-01
2830-02
2830-03
2830-04
2830-20
General
Accidents, liability & insurance
Training and orientation
Schedules
Current volunteer records
www.scrd.ca
When to use the -01 category
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Some primaries will have a -01 General folder
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When the record does not fall into any other secondary
heading within the primary.
The record deals with two or more subjects in the primary.
www.scrd.ca
4740
Child Care Services
4740-01
4740-20
General
Individual facilities
www.scrd.ca
Case series Secondary numbers
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Group of records with same number exist in series that
represent the same kind of event or activity .
In essence a sub-subject.
Use -20 to -90 secondary numbers.
www.scrd.ca
Examples of case series
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Committees
Board committees are filed in:
0540-20/
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Bylaws:
3900-20/
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Leases:
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2380-20/
Associations:
0230-20/
www.scrd.ca
Steps to coding and classification
• Determine the subject.
• Use the cheat sheet
Documents & Forms\ Records Management Forms\\Cheat Sheet for N
Drive
• Look on the intranet:
Documents & Forms\ Records Management Forms\ LGMA
Classification Schedule
Documents & Forms \ Records Management Forms \
Classification Schedule Index
www.scrd.ca
What if I can’t find the classification?
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Review functions
Review primary headings
Select appropriate secondary heading
If it fits under primary, but has no specific secondary,
use -01.
www.scrd.ca
What if I still can’t find it?
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Put in a ticket with the Records Management Help
Desk.
An appropriate classification may not exist .
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Discuss creating a new classification with Records
Management.
Only Records Management can create a new
classification but everyone can create files.
www.scrd.ca
Summary
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Adjust-mint
Records Manage-mint
Commit-mint
Contain-mint
Regi-mint
Accoutre-mints
Docu-mints
Arrange-mint
Wonder-mint
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Thanks a
Mint
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