MailCom 2015 Everything You Ever Wanted To Know About Records But Didn't Know How To Ask!

MAILCOM ‘15 Atlanta - March 15-18, 2015

CRS#: OS303

Title: Everything You Ever Wanted to Know About Records…But Did Not Know How to Ask

Day/Date: Wednesday, March 18, 2015Round/Time: Round Thirteen, (12:45-1:45 pm)

Presented By: James P. Mullan, CMDSM, EMCM, MDC, MDP, CSSGB Consultant @ JPM Consultants

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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


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.


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.


RIM Surveys Show !

• 10 % kept for the life of the organization

• 20 % retained currently

• 35 % transferred to storage

• 35 % disposed / destroyed


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.


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.


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.


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


Table of Contents (cont.)

• ELEMENTS AND FUNCTIONS OF RECORDS MANAGEMENT PROGRAMS

• BENEFITS OF RECORDS MANAGEMENT PROGRAMS

• RECORDS VALUES


Records Values

• Administrative or Operational

• Fiscal or Financial

• Legal or Regulatory

• Historical or Archival



• LEGAL REQUIREMENTS RELATED TO RECORDS


Jurisdictions

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


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• Title 28 – Judicial Administration• Title 31 – Money & Finance: Treasury• Title 34 – Education



• Title 39 – Postal Service• Title 42 – Public Health• Title 46 - Shipping• Title 47 – Telecommunications• Title 48 – Government Contracts• Title 49 - Transportation



• 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


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


International Organization for Standardization

• ISO 26000 Social Responsibility• ISO 28000 Supply Chain Security• ISO 31000 Risk Management• ISO 50001 Energy Management



• RELATED PROFESSIONAL ORGANIZATIONS

ARMA

AIIM

PRISM


Professional Organizations

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


Professional Organizations (cont.)

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


Professional Organizations (cont.)

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


ARMA International

Association of Records Managers and Administrators

• State & Regional Chapters• International Chapters• Industry Specific Groups• Related RIM Organizations Web Sites• Over 11,000 members


AIIM

The Association for Information and Image Management

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


Storage


IRON MOUNTAIN

A World Leader in Records Management

“A Professional Guide to Records Retention”


Records Retention Schedules



• FILING CLASSIFICATION

• METRICS


Key Issues

• Professional Development• Document Management• System Conversions• Legality of Storage Media• Electronic Records Management• International Issues


Key Issues (cont.)

• Admissibility of Records• Policies & Procedures• Technology Issues –

Hardware & Software• ISO – International Organization

for Standardization• Records Values


Key Issues (cont.)

• Imaging• Outsourcing• Security• Standards• Systems• Sarbanes-Oxley Act


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 ?


Records & InformationManagement

Questions ?

Comments ?

James P. Mullan, CMDSM, EMCM, MDC, MDP, CSSGBConsultant @ JPM Consultants746 County AvenueSecaucus, NJ 07094Cell 201-325-1961

MailCom 2015 Everything You Ever Wanted To Know About Records But Didn't Know How To Ask!

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