MINT

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MINTManaging Information in N:\

Drive Training

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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

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AdjustMint

Paradigm shift in saving SCRD’s electronic records

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The LGMA Classification System

• A uniform system of classifying records based on subject.

• Provides retention schedules for records.

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The new folder structure reflects the LGMA classification system

FUNCTION Administration - UnrestrictedPRIMARY 0340 Manuals & PoliciesSECONDARY 0340-20 Manuals

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Case files have been built to reflect the current needs of each department or division

FUNCTION Administration - UnrestrictedPRIMARY 0340 Manuals & PoliciesSECONDARY 0340-20 ManualsCASE FILES Administration

Building/Bylaw Community Service Fire

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Why a new structure?

• 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 ManageMintSome 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?

• 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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CommitMintHow to make N:\ work

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Security for the new share

• 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

• Confidential files are locked down.– Two sets of similar folders at the Function level will be identified

as either RESTRICTED or UNRESTRICTED• Confidential records:

– 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

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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

• Emails documenting actions should be filed by the subject.

– For Example• approvals, • records of decision, • requests for service.

• Only file final versions – original email and responses.• Delete transitory emails.

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Saving Emails

• Emails within the SCRD:– Sender saves the email and responses– Except: Info@scrd.ca - whoever receives the forwarded email

saves it

• Emails from outside the SCRD:– 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

• Photographs that record SCRD business: – Rename to identify content and date. File in the folder that

they are related to.• Non-record photographs:

– 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

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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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ContainMintKeeping 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

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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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RegiMintControls for N: Drive

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Creating New Folders

• 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.– Exceptions: folders that are created on a regular basis too

numerous for Records Management to handle.• Zoning applications• Building permits• Bylaws

• Create a request in the Records Management help desk providing details and reasons for the new folder.

– On the Intranet under Helpdesks

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Put documents away so that they can be found.• Use the correct classification and case file folder.• Use naming conventions.

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Sharing Documents Within SCRD

• Send a hyperlink• Can not send a file within the SCRD

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Documents from GIS

• GIS will create the document and save it inN:\Information Systems & Services\

1310 Information Systems & Services – General1310-01 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!

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NAMING CONVENTIONS• The year must be included in all titles (YYYY)

Aquatic Schedule 12

Aquatic Schedule 2012

2012 Aquatic Schedule

• 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

• 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

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Maximum 100 characters

• Windows allows 256 characters are allowed; including all folder names (which can be between 85-100 characters).

Administration Unrestricted0390 Conferences, Seminars, Symposia

0390-20 Conferences

• File names are to have no more than100 characters

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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

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• 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

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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

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• 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)

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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

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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

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Punctuation

• 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

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AccoutreMintsAdditional information you need to know

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My Documents

• It is on the network• 500 MB limit• Remember to empty your recycle bin• Over limit consequences

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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”

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How do I file my documents on the N: drive?

• 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

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DocuMintWhat about our hard copy records

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Central Files

• What goes to Central Files?– Master file copy– Legal documents– Correspondence

• What doesn’t go to Central Files?– Copies– Junk mail

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Inactive Records Centre

• IRC– Retrieval requests– Urgent requests– Giving records to another staff member– Overdue notices

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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

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Public Asking for Records

• Routinely released documents• Freedom of Information requests

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ArrangeMintHow the new folders are designed

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How do I use it?

• Similar to library catalogue.• Broken into categories based on:

FunctionPrimary subjectsSecondary subjects

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Function

• Large blocks of subjects.• Organized by activity.• Roughly follows departmental responsibilities.• Provides a range of classification numbers.

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WonderMintHow the classifications work

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Primary numbers• 4 digit numbers.• Basic information classifications.• Broken down into a number of secondary headings.

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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

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Secondary numbers

• 2 digit numbers.• Subject specific.• Some secondary numbers are a case series.

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2830 Volunteers 2830-01 General2830-02 Accidents, liability & insurance2830-03 Training and orientation2830-04 Schedules2830-20 Current volunteer records

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When to use the -01 category

• Some primaries will have a -01 General folder• Use:

– 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.

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4740 Child Care Services4740-01 General4740-20 Individual facilities

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Case series Secondary numbers

• 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.

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Examples of case series

• CommitteesBoard committees are filed in:

0540-20/• Bylaws:

3900-20/• Leases:

2380-20/• Associations:

0230-20/

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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

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What if I can’t find the classification?

• Review functions• Review primary headings• Select appropriate secondary heading• If it fits under primary, but has no specific secondary,

use -01.

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What if I still can’t find it?

• Put in a ticket with the Records Management Help Desk.

• An appropriate classification may not exist .– Discuss creating a new classification with Records

Management.• Only Records Management can create a new

classification but everyone can create files.

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Summary

• Adjust-mint• Records Manage-mint• Commit-mint• Contain-mint• Regi-mint• Accoutre-mints• Docu-mints• Arrange-mint• Wonder-mint

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Thanks aMint