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RECORDS & INFORMATION MANAGEMENT

William L. Ware

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Records Related ?

• 1.6 trillion pieces of paper circulating annually

• 35 hours of work stacked on desks

• 45 minutes per day wasted on searching

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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.

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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

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RIM Surveys Show !

• 10 % kept for the life of the organization

• 20 % retained currently

• 35 % transferred to storage

• 35 % disposed / destroyed

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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.

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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.

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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.

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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

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Table of Contents (cont.)

• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS

• BENEFITS OF RECORDS MANAGEMENT PROGRAMS

• RECORDS VALUES

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Records Values

• Administrative or Operational

• Fiscal or Financial

• Legal or Regulatory

• Historical or Archival

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Table of Contents (cont.)

• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS

• BENEFITS OF RECORDS MANAGEMENT PROGRAMS

• RECORDS VALUES

• LEGAL REQUIREMENTS RELATED TO RECORDS

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Jurisdictions

• Federal Government• 50 States• 8 Territories• 6 Indian Nations• 1 District (Washington, DC)• Foreign Countries

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Code of Federal Regulations

• Over 1500 pages• Title 7 – Agriculture• Title 10 – Energy• Title 12 – Banking• Title 15 – Foreign Trade• Title 16 – Commercial Practices• Title 17 – Commodity & Securities Exchanges• Title 21 – Food & Drugs• Title 26 – Internal Revenue

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Code of Federal Regulations

• Title 28 – Judicial Administration• Title 34 – Education• Title 39 – Postal Service• Title 42 – Public Health• Title 46 – Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation

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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

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International Organization for Standardization

• ISO 9000 Quality Management

• ISO 14000 Environmental Management

• ISO 15489 Information & Documentation – Records Management

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Table of Contents (cont.)

• RELATED PROFESSIONAL ORGANIZATIONS

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Professional Organizations

• Membership• Contacts• Networking• Links• Certification• Industry / Function Specific• International

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Professional Organizations (cont.)

• Education• Conferences• Seminars• Training• Professional Development• Employment• Advice / Help

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Professional Organizations (cont.)

• Bookstore• Publications• Products• Services• Resources• List Serves

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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

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AIIM

The Association for Information and Image Management

• State & Regional Chapters• International Chapters• Industry Specific Groups• Over 35,000 members

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Storage

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IRON MOUNTAIN

A World Leader in Records Management

“A Professional Guide to Records Retention”

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Schedules

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Records Retention Schedules

Credit Suisse First Boston

“Records Management Handbook”

• Corporate Services

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Table of Contents (cont.)

• RELATED PROFESSIONAL ORGANIZATIONS

• GLOSSARY

• FILING CLASSIFICATION

• METRICS

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Key Issues

• Professional Development

• Document Management

• System Conversions

• Legality of Storage Media

• Electronic Records Management

• International Issues

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Key Issues (cont.)

• Admissibility of Records

• Policies & Procedures

• ISO – International Organization for Standardization

• Technology Issues – Hardware & Software

• Imaging

• Records Values

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Key Issues (cont.)

• Outsourcing

• Security

• Standards

• Systems

• Sarbanes-Oxley Act

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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 ?

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Records & Information Management

Questions ?

William L. Ware

Comments ?

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Thank You

MAILCOM 2005

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Contact Information

William L. Ware, CMDSM

The Millennium Group

200 Circle Drive North

Piscataway NJ 08854

908-901-8284 office

E-mail – bill.ware@pfizer.com

- billware@io.com

RECORDS POSITIONSRecords Clerk Records Manager

Conversion Specialist Records Specialist