Don Dailey

Executive Director

What is records management?Why do I need a system to manage records?What benefit is there to participating in the

MiCase records management system?What will it cost my district in fees and staff

time?

Management of the life cycle of a recordCreationStorageRetrievalRetentionProtectionDisposition

Ensures that authentic and accurate information can be retrieved quickly, easily and cost effectively

Allows for business processes to be streamlined

Who has the primary responsibility of managing your records?

What are the legal requirements for managing records?

How long would it take you to respond to a FOIA , subpoena or audit request for records?

When employees change positions, how do they access records from previous employees, especially e-mail records?

How would you recover your documents following a fire, flood or natural disaster?

How do you know that you are keeping records for their full retention period?

How do you know that it is safe to get rid of a document?

Do employees have access to records that they shouldn’t?

Can you document who accessed a record and when it was accessed?

How do you find records that have been misfiled?

Does your district have policies in place that set standards for how records are handled?

How do your employees know what documents are records and which are not?

Are your employees aware of the proper retention periods for the records they handle?

Are employees treating e-mails, videos and other electronic records the same as paper records?

Can we streamline and reduce the cost of our business processes?

Well researched enterprise class solutionShared cost of centralized modules with other

districts allows you to get more featuresShared hardware infrastructureSupport from MiCase staff and member ISDs

to help with usageShared experience with neighboring districts

to help foster best practices and for shared staffing where appropriate

MiCase can serve as an assistant to your CIOCommunication of retention and disposal

schedulesRecommendation of records management policiesDesign of record types, key information and

retention periods for maximum effectivenessAssistance with professional development for staffAssistance with design of improved business

processes and workflowEnsure security of records from disaster and

unauthorized access

Shared cost of central licensing: $55,370 first year, $10,170 future years

Shared cost of Applied Imaging services: $13,920

Shared cost of MiCase staff: TBD – waived for pilot period (now-June 30, 2009)

Shared cost of hosted server system: TBD – waived for pilot period

OnBase client licenses (per user)Dedicated license: $588 first year, $108 future

yearsConcurrent license: $1176 first year, $216

future yearsWorkflow licenses (per user)

Dedicated license: $1225 first year, $225 future years

Concurrent license: $1960 first year, $360 future years

Desktop document imaging software $1470 first year, $270 year 2+ (per imaging station)

Scanner hardware (may already have in place)

Staff time to “sweep” scanned records into system

Hoping that time saved by use of system will more than offset time required

Pilot will help us gauge this

There is a definite need for records management

We have researched well and selected an excellent system

The more districts involved, the lower the cost to all

Pilot needed to determine staffing, hosting costs, and best practices

Not just about scanning documents, but about improving business processes and saving money