Records Information Management
|
|
- Eugene Murphy
- 5 years ago
- Views:
Transcription
1 Information Systems Sciences Records Information Management Region V Spring Conference March 26, 2015 Was I supposed to keep that 1
2 Where did we store that 2
3 Space Issues. Need storage space for a classroom Natural Disasters Fire Tornado Flood 3
4 Reality Check. Management of records has become increasingly complicated due to the wide variety of formats we work with: paper, electronic files, , instant messages, social media and more. As the number of laws and severity of punishment related to records retention continues to increase, it s critical that organizations implement and execute proper records and information management. (FOIA) Now, more than ever, school districts need to have solid records management practices in place for all record types. Records Vital to the operation of any organization Must be readily available at all times Serve as the organization s memory Evidence for past events Basis for future actions May be valuable from a historical standpoint and need to be retained permanently in the archives of the district 4
5 Records Are vital for the continuity of the district May be of transient administrative, legal, and financial value Some need to be kept permanently No longer required records should be disposed of to make room for those of continuing value Are protected by Minnesota Statutes and Federal requirements School District General Record Retention Schedule Administered by the State of Minnesota Department of Administration Provides a plan for managing governmental records by giving continuing authority to dispose of records under Minnesota Statutes Establishes minimum retention periods for school records based on their administrative, fiscal, legal, and historical value. Lists records common to school districts and how long to keep them. 5
6 School District General Record Retention School districts can either adopt the state s retention schedule or adopt its own approved schedule Schools without an approved retention schedule DO NOT have the authority to destroy records without seeking approval to destroy specific records pursuant to Minnesota Statutes Destruction of records without approval is a violation of the law. The law provides for litigation of the person in charge of maintaining data and its security (usually the Superintendent) See Online Handout for Retention Schedule. Retention Period Examples Minimum Retention periods Most curriculum records: 1 year Food services records: 3 years Most transactional financial records, most payroll records: 6 years Board minutes, building blueprints, annual reports, payroll registers, student cumulative records, special education records: permanent retention 6
7 School District General Record Retention Schedule Questions about retention schedules or data practices: Department of Administration Information Policy Analysis Division 305A Centennial Office Building 658 Cedar Street St. Paul, MN Voice: 651/ / Fax: 651/ RIM Best Practices Retention Schedule The heart of records management is the Record Retention Schedule. It supports the district s efforts to: Meet requirements Manage intellectual property Control information storage costs Locate and retrieve documents Dispose of end life documents RIM = Record Information Management 7
8 RIM Best Practices Accountability An awareness of RIM at every level of the school district is required in order achieve compliance. Each employee should be required to acknowledge that they have read and understood the RIM policies and procedures. RIM Best Practices Processes and Procedures Incorporate all media types, including and social media Establish a system of record for centralized management Align back up policies with retention policy Establish procedures for systematic records destruction Preserve records with long term retention requirements in appropriate archival conditions Institute procedures for onsite, offsite, and electronic records 8
9 Records can be created by way of websites, blog posts, instant messages, wikis, Twitter, Facebook and other communication platforms. We can t avoid these new communication platforms, but we must be aware if records are created within them, and if so, how they will be captured, retained and destroyed per the Records Retention Schedule. Social Media: The Next Generation of Archiving Social media content and messages are no different than . They are subject to a wide range of compliance rules, liability, and electronic discovery requirements. Organizations need to treat social media activity just like any other electronic communication and always be prepared to secure and retrieve content. New software programs are now available to assist with this type of archiving. 9
10 Question 1: What is record retention? Answer: Government entities, such as public school districts, are required to maintain records under Minnesota Statutes. The maintenance of records is a legal requirement and is important for documenting the activities on which State and Federal tax money was expended. Records also make policies transparent and preserve the history and knowledge of government entities. Question 2: What is a Record Retention Schedule? Answer: A Record Retention Schedule protects both the district's interests and the public's rights by providing guidance to the district about the management of records. A retention schedule tells the district how long to keep certain records and gives the district authority to destroy records when appropriate. It specifies how long records must be kept and includes references to laws that govern the retention period for particular documents. School district personnel should follow their district's record retention schedule regarding the destruction and retention of all records collected, created, received, maintained, or disseminated by a district. 10
11 Question 3: Are Record Retention Schedules required by law? Answer: Yes. Minnesota Statutes, Section , Subdivision 7, require every government entity to have a retention schedule to govern the retention and destruction of all records. Public school districts are government entities; therefore, all public school districts in Minnesota must have a Record Retention Schedule that is approved by the Records Disposition Panel, the state entity that approves the record retention schedules of government entities. Question 4: How do I find out if my district has a Record Retention Schedule? Answer: District personnel should consult with the individual in their district who handles data practices related matters to determine whether a record retention schedule exists. Your district may already have a record retention schedule that you should follow to maintain and destroy your records. 11
12 Question 5: What if my district does not have a Record Retention Schedule? Answer: If your district does not have a Record Retention Schedule, one should be created. State law requires all public school districts, including charter schools, to have a record retention schedule. If your district does not have an approved Record Retention Schedule, no records can be destroyed or discarded before one is completed. Question 6: How do I get my Record Retention Schedule approved? Answer: Record Retention Schedules must be reviewed and approved by the Records Disposition Panel. School districts may choose to either adopt the School District General Records Retention Schedule in full or in part, or draft their own Record Retention Schedule. Regardless of how a school district creates its record retention schedule, all districts should follow the instructions attached to the School District General Records Retention Schedule to obtain approval for their retention schedule. Obtaining approval for their retention schedule gives a district continual authority to appropriately dispose of records according to that schedule. 12
13 Question 7: How Do I Use a Record Retention Schedule? Answer: A Record Retention Schedule should be consulted to determine how long a school or district must retain various records that the district collects, creates, receives, maintains, or disseminates. Different types of records are retained for varying lengths of time. A retention schedule provides guidance to school staff about whether a district has a particular set of data when responding to a data request and whether certain records need to be kept when cleaning and organizing. A retention schedule also helps districts comply with record management requirements that may be necessary to receive Federal and State financial support such as grants or other monetary allocations. Question 8: Are there any legal guidelines that control the length of time records must be kept? Answer: Yes. Federal and State laws and guidance documents exist that set out guidelines controlling the length of time records must be kept. School districts should become familiar with federal and state record retention guidelines and consult their district s legal counsel or data practices professional for further assistance in setting the retention periods for records. Districts can also consult the School District General Records Retention Schedule. 13
14 Question 9: Are there specific guidelines about the retention of Special Education records? Answer: Yes. In addition to the general 5 year minimum recommended for education records that relate to programs supported by Federal funds, additional guidance exists about the retention of Special Education records. If records involve Special Education, the district must inform parents when personally identifiable information collected, maintained or used is no longer needed to provide educational services to the child. Information must be destroyed at the request of the parents when it is no longer needed to provide services to the child. A permanent record of a student s name, address, and phone number, his or her grades, attendance record, classes attended, grade level completed, and year completed may be maintained without time limitation even if the district destroys other special education records at the parents request. Question 10: Our district is trying to save space and be green in our records management. Can districts retain records in an electronic format? Answer: Yes. Records can be maintained in any format, including an electronic format, as long as records are maintained in an accessible manner and can be retrieved if needed or if a data request is made. For digital records, districts may choose to keep backups of digital databases or paper document copies of certain records. Districts should be consistent in the approach they take to retaining data and, this approach should be documented in the district s policy and procedures. 14
15 Question 11: Our district has changed the records we keep and the format in which we keep our records. What should we do? Answer: Records will change over time as programs and technology change. The format in which records are kept will also change over time. Retention schedules are flexible documents. If new records or information is being created and maintained by the district, these changes should be documented in the district s Record Retention Schedule and the updated retention schedule should be submitted for approval. If a district changes only the format in which a record is kept this change should also be documented in the district s record retention schedule. However, the district does not need to submit the updated retention schedule for approval by the Records Disposition Panel. Question 12: How long must districts keep student records? How long must districts keep records for students who graduate, transfer, or pass away? How long must districts keep cumulative records? Answer: Districts must keep any and all records according to their record retention schedule, including any records that relate to a student. Minn. Stat , Subdivision
16 Question 13: How do we use our Record Retention Schedule when we receive a data request from an individual or entity, such as parent or another district? Answer: A Record Retention Schedule helps a district respond to a data request because a district can quickly determine if they still have the data being requested. For example, a request is received for a student s special education record that is ten years old and the district s Record Retention Schedule states that special education records are kept for seven years. If the district has appropriately destroyed the student s special education records after the 7 year timeframe has ended, the district knows that it no longer possesses the records being requested. The district can respond to the data request efficiently and appropriately after relying on its Record Retention Schedule. Question 14: Do I have to document destruction of records? Answer: Yes. Minnesota government entities are required by state law to maintain a list of records destroyed. Documenting the disposal of records according to an established Record Retention Schedule demonstrates compliance with the law. Disposing of records that are no longer needed is also a best practice. 16
17 Question 15: I still have more questions about record retention and data practices. Whom can I contact for assistance? Answer: If you have additional questions about data practices and record retention, you can contact the MDE Division of Government Relations at For additional data practices question see the School District General Records Retention Schedule. You can also contact the Information Policy Analysis Division (IPAD) of the Department of Administration at or For questions about records with historical value, contact the State Archives Department of the Minnesota Historical Society at Records and Information Management Services Provide solutions to manage and protect your information assets Ensure that your business records are secure and easily accessible Vault backup on any media at a secure facility or back up data through a secure Internet connection with electronic vaulting Climate controlled, secure facilities are designed to protect irreplaceable documents like building blueprints, student cumulative records, Special Ed records, trusts, contracts, and other notarized and certified records 17
18 Hard Copy RIM Service Example RIM Service Provider sends box labels to the school district for box labeling The boxes are labeled by the school RIM Service Provider picks up boxes or school delivers boxes to RIM Service Site RIM Service Provider scans the boxes once they enter the RIM storage facility The boxes are placed on racks labeled with exact rack location The location and box are then scanned again RIM Service Example for Hard Copies RIM Service Provider Portal access Management Software Log In to keep track of each box and file contents Documents expiration of documents Document retrieval via electronic request and a return scan Boxes returned upon request 18
19 RIM Service Example for Electronic Data Any information created, retained, or maintained in any digitized configuration on a mainframe, PC, hard disk, tape, cassette, floppy disk or any other magnetic storage format electronic image (optical disk, CD ROM) or other optical technology, or any other type of electronic technology. RIM Service Example for Electronic Data RIM Service Provider sends box labels to school district for labeling electronic media boxes The school labels electronic media boxes RIM Service Provider picks up boxes or school delivers boxes to RIM Service Site RIM Service Provider scans the boxes once they enter the RIM storage facility Boxes are placed on racks labeled with exact rack location The location and box are then scanned again 19
20 RIM Service Example for Electronic Media RIM Service Provider Portal access Management Software Log In to keep track of each box and electronic contents Documents expiration of electronic media Document retrieval via electronic request and a return scan Boxes returned upon request RIM Service Example for Electronic Transmission Electronic transmission, also known as remote backup, is a method of offsite data storage in which files, folders, or the entire contents of a hard drive are regularly backed up on a remote server. Electronic file backups may be transmitted daily, weekly, or on an ongoing basis. 20
21 RIM Service Site for Disaster Recovery Backups of your systems and data are essential to recover from a disaster, but some disasters leave you with no equipment to restore backup data to. If your primary equipment is no longer functional, it can take days to obtain and provision new servers, firewall, network equipment, etc. Sometimes you need a place to recover the data a fire or tornado may have made your primary site unusable for weeks or longer. Information Systems Sciences ISS offers all records management services mentioned during this presentation along with disaster recovery planning and disaster recovery site services. We also offer a complete technology solution from infrastructure design, installation services, technical support, cloud services, remote data backup, managed hosting, and remote infrastructure monitoring to training services to make the most of your technology purchases. Our professionals have experience with K 12 education and small businesses. 21
22 Thank you! For Additional Info and Assistance Contact: Information Systems Sciences Be Sure to Take A Flyer and Business Card! 22
DIRECTIVE ON RECORDS AND INFORMATION MANAGEMENT (RIM) January 12, 2018
DIRECTIVE ON RECORDS AND INFORMATION MANAGEMENT (RIM) January 12, 2018 A. OVERRIDING OBJECTIVE 1.1 This Directive establishes the framework for information management of the Asian Infrastructure Investment
More informationRECORDS MANAGEMENT RECORDS MANAGEMENT SERVICES
RECORDS MANAGEMENT DEPARTMENT OF THE TREASURY, DIVISION OF REVENUE AND ENTERPRISE SERVICES, RECORDS MANAGEMENT SERVICES RECORDS MANAGEMENT SERVICES Records Management Services, Division of Revenue and
More informationSPRING-FORD AREA SCHOOL DISTRICT
No. 801.1 SPRING-FORD AREA SCHOOL DISTRICT SECTION: TITLE: OPERATIONS ELECTRONIC RECORDS RETENTION ADOPTED: January 25, 2010 REVISED: October 24, 2011 801.1. ELECTRONIC RECORDS RETENTION 1. Purpose In
More informationPOLICY TITLE: Record Retention and Destruction POLICY NO: 277 PAGE 1 of 6
POLICY TITLE: Record Retention and Destruction POLICY NO: 277 PAGE 1 of 6 North Gem School District No. 149 establishes the following guidelines to provide administrative direction pertaining to the retention
More informationManagement: A Guide For Harvard Administrators
E-mail Management: A Guide For Harvard Administrators E-mail is information transmitted or exchanged between a sender and a recipient by way of a system of connected computers. Although e-mail is considered
More informationRECORDS AND INFORMATION MANAGEMENT AND RETENTION
RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and
More informationRecords Retention Policy
June 21, 2017 Table of Contents 1 Introduction...3 1.1 Purpose...3 1.2 Scope...3 1.3 Review Cycle...3 1.4 Document Owner...3 1.5 Definitions...3 2 Policy...4 2.1 Records and Record Storage...4 2.2 Applicable
More information5/6/2013. Creating and preserving records that contain adequate and proper documentation of the organization.
Jay Olin National Archives Ramona Branch Oliver Department of Labor ASAP 6 th Annual National Training Conference May 12-15, 15, 2013 What Is a Federal Record? Records include all books, papers, maps,
More informationSouthington Public Schools
3543 POLICY REGARDING RETENTION OF ELECTRONIC RECORDS AND INFORMATION I.POLICY The Board of Education (the Board ) complies with all state and federal regulations regarding the retention, storage and destruction
More informationCommunity Unit School District No. 1. School Board
Community Unit School District No. 1 2:250-AP2 School Board Administrative Procedure - Protocols for Record Preservation and Development of Retention Schedules Legal Citations Each legal requirement in
More information8/28/2017. What Is a Federal Record? What is Records Management?
Ramona Branch Oliver US Department of Labor What Is a Federal Record? Records include all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical
More informationRecords Management at MSU. Hillary Gatlin University Archives and Historical Collections January 27, 2017
Records Management at MSU Hillary Gatlin University Archives and Historical Collections January 27, 2017 Today s Agenda Introduction to University Archives Records Management at MSU Records Retention Schedules
More informationUTAH VALLEY UNIVERSITY Policies and Procedures
Page 1 of 6 POLICY TITLE Section Subsection Responsible Office Retention of Electronic Files Facilities, Operations, and Information Technology Information Technology Office of the Vice President of Finance
More informationRECORDS MANAGEMENT AND YOU
RECORDS MANAGEMENT AND YOU Carolyn Smith S.C. Archives & History Why Records Management Matters Citizens have a right to know. Records have historical importance. Good records makes your job easier. What
More informationDATA BACKUP AND RECOVERY POLICY
DATA BACKUP AND RECOVERY POLICY 4ITP04 Revision 01 TABLE OF CONTENTS 1. REVISION RECORD... 3 2. PURPOSE... 4 3. SCOPE AND APPLICABILITY... 4 4. DEFINITIONS AND ABBREVIATIONS... 4 5. POLICY STATEMENTS...
More informationCARROLL COUNTY PUBLIC SCHOOLS ADMINISTRATIVE REGULATIONS BOARD POLICY EHB: DATA/RECORDS RETENTION. I. Purpose
CARROLL COUNTY PUBLIC SCHOOLS ADMINISTRATIVE REGULATIONS BOARD POLICY EHB: DATA/RECORDS RETENTION I. Purpose To provide guidance to schools and administrative offices regarding the maintenance, retention,
More informationUniversity Information Technology Data Backup and Recovery Policy
University Information Technology Data Backup and Recovery Policy I. Purpose and Scope A. The purpose of this policy is to document the University of Utah Information Technology (UIT) data backup and recovery
More informationCounty of Sacramento
Chief Information Officer Patrick Groff County Executive Terry Schutten County of Sacramento DATE: January 30, 2008 TO: FROM: SUBJECT: Agency Administrators and Department Directors Patrick Groff, Chief
More informationSubject: University Information Technology Resource Security Policy: OUTDATED
Policy 1-18 Rev. 2 Date: September 7, 2006 Back to Index Subject: University Information Technology Resource Security Policy: I. PURPOSE II. University Information Technology Resources are at risk from
More informationRefreshing Your Records Management. Tracy Rebstock, Southwest Regional Archivist
Refreshing Your Records Management Tracy Rebstock, Southwest Regional Archivist WASBO Conference 2017 Overview What is a Public Record? Disposition Authority Records Retention Schedules Non-Archival/Archival
More informationRecord Retention Policies: How Long Do We Keep This Record? Pari J. Swift, CRM, Senior Records Manager
Record Retention Policies: How Long Do We Keep This Record? Pari J. Swift, CRM, Senior Records Manager No Records Management? Every 12 seconds 1 document is lost. 28,800 seconds (8 hour day)/12 =2400 documents
More informationAshford Board of Education Ashford, Connecticut POLICY REGARDING RETENTION OF ELECTRONIC RECORDS AND INFORMATION
Ashford Board of Education Ashford, Connecticut Series 2000 Administration POLICY REGARDING RETENTION OF ELECTRONIC RECORDS AND INFORMATION I. POLICY The Board of Education (the Board ) complies with all
More informationCARROLL COUNTY BOARD OF DEVELOPMENTAL DISABILITIES
CARROLL COUNTY BOARD OF DEVELOPMENTAL DISABILITIES RECORDS RETENTION PROCEDURES I. APPLICATION OF RECORDS RETENTION POLICY. All information including any document, device, or item regardless of physical
More informationChecklist: Credit Union Information Security and Privacy Policies
Checklist: Credit Union Information Security and Privacy Policies Acceptable Use Access Control and Password Management Background Check Backup and Recovery Bank Secrecy Act/Anti-Money Laundering/OFAC
More informationDisaster Recovery Self-Audit
Disaster Recovery Self-Audit Disaster Recovery Audit There are 3 steps to this process: 1. Identify all data and IT-related functions (like credit card processing, documents on your file server, member
More informationRecords Management - Part 1. Records Retention Folders
Email Records Management - Part 1 Records Retention Folders Introduction This lesson provides an overview on the following topics: Determining if your email is a record Complying with email records policies
More informationManaging Records in Electronic Formats. An Introduction
Managing Records in Electronic Formats An Introduction Jefferson County Public Schools Archives and Records Center November 2012 Managing Records in Electronic Format As we create and use more and more
More informationPolicy Summary: This guidance outlines ACAOM s policy and procedures for managing documents. Table of Contents
Policy Title: Approved By: ACAOM Commissioners History: Policy Implementation Date: 28 October 2016 Last Updated: Related Policies: ACAOM -Records Retention Schedule References: Responsible Official: ACAOM
More informationSECURITY & PRIVACY DOCUMENTATION
Okta s Commitment to Security & Privacy SECURITY & PRIVACY DOCUMENTATION (last updated September 15, 2017) Okta is committed to achieving and preserving the trust of our customers, by providing a comprehensive
More informationThe date when this policy is posted to the online Company Policy Manual and communicated to all business lines: December 14, 2012
GENERAL POLICIES DATE: CP-134 RETENTION OF RECORDS The date when this policy is posted to the online Company Policy Manual and communicated to all business lines: December 14, 2012 SUPERSEDES POLICY DATED:
More informationAAPA. Legal Issues and Record Retention. SML, Inc. Steve M. Lewis, President and CEO
AAPA Legal Issues and Record Retention May 15, 2013 SML, Inc. Steve M. Lewis, President and CEO 813.205.2850 stevemlewis@msn.com www.smlinfo.net TABLE OF CONTENTS Page CORPORATE OR PUBLIC RECORDS 3 Copy
More informationData Storage, Recovery and Backup Checklists for Public Health Laboratories
Data Storage, Recovery and Backup Checklists for Public Health Laboratories DECEMBER 2018 Introduction Data play a critical role in the operation of a laboratory information management system (LIMS) and
More informationSupersedes Policy previously approved by TBM
Document Title: Email Policy Pages Document Type: Policy 6 No. Of Scope: Government of Newfoundland and Labrador (GNL) Trim # DOC15481/2009 Revision ( # ) 27 Treasury Board Approval ( # ) TBM2009-298 Supersedes
More informationHow Long to Keep Records & Legally Dispose of Them. Virginia Fritzsch Public Records Archivist Wisconsin Historical Society
How Long to Keep Records & Legally Dispose of Them Virginia Fritzsch g Public Records Archivist Topics Background: municipal clerks & WHS Public Records law Six basic steps in managing records Legally
More informationFreedom of Access in Maine
Freedom of Access in Maine Managing Digital Reality: State Initiatives Presented by: Karla Black, Esq. The Reality of Digital Records If William Shakespeare had written Hamlet on a word processor, or If
More informationIdentity Theft Prevention Policy
Identity Theft Prevention Policy Purpose of the Policy To establish an Identity Theft Prevention Program (Program) designed to detect, prevent and mitigate identity theft in connection with the opening
More informationDevelopment of your Company s Record Information System and Disaster Preparedness. The National Emergency Management Summit
Development of your Company s Record Information System and Disaster Preparedness The National Emergency Management Summit Thomas D. Anthony Frost Brown Todd LLC Attorneys at Law 201 E. Fifth Street Cincinnati,
More informationNew York Department of Financial Services Cybersecurity Regulation Compliance and Certification Deadlines
New York Department of Financial Services Cybersecurity Regulation Compliance and Certification Deadlines New York Department of Financial Services ( DFS ) Regulation 23 NYCRR 500 requires that entities
More informationRecords Retention 101 for Maryland Clerks
International Institute of Municipal Clerks Region 2 Conference Records Retention 101 for Maryland Clerks Kathryn Baringer Director, Appraisal and Description Maryland State Archives Overview Maryland
More informationWHEATON COLLEGE RETENTION POLICY May 16, 2013
WHEATON COLLEGE E-MAIL RETENTION POLICY May 16, 2013 I. PURPOSE Electronic mail (e-mail) has become a ubiquitous service that greatly enhances communication, both internally within the Wheaton community
More informationPrivacy Statement. Your privacy and trust are important to us and this Privacy Statement ( Statement ) provides important information
Privacy Statement Introduction Your privacy and trust are important to us and this Privacy Statement ( Statement ) provides important information about how IT Support (UK) Ltd handle personal information.
More informationRECORD RETENTION POLICY
RECORD RETENTION POLICY I. Purpose It is the purpose of this policy to establish a consistent record retention policy for (the Organization ). II. Policy The Organization shall retain records for the period
More informationSUBJECT: Effective Date: Policy Number: Florida Public Records Act: Scope and
SUBJECT: Effective Date: Policy Number: Florida Public Records Act: Scope and 2-100.4 1/14/2014 Compliance Supersedes: Page Of 2-100.3 1 6 Responsible Authority: Vice President and General Counsel DATE
More informationPolicies & Regulations
Policies & Regulations Email Policy Number Effective Revised Review Responsible Division/Department: Administration and Finance / Office of the CIO/ Information Technology Services (ITS) New Policy Major
More informationRISK MANAGEMENT INFORMATION MINNESOTA GOVERNMENT DATA PRACTICES ACT YOU WANT WHAT? WHEN?
RISK MANAGEMENT INFORMATION MINNESOTA GOVERNMENT DATA PRACTICES ACT YOU WANT WHAT? WHEN? Overview The Minnesota Government Data Practices Act, Minn. Stat. ch. 13, attempts to balance the public s right
More informationCloud Computing Standard 1.1 INTRODUCTION 2.1 PURPOSE. Effective Date: July 28, 2015
Cloud Computing Standard Effective Date: July 28, 2015 1.1 INTRODUCTION Cloud computing services are application and infrastructure resources that users access via the Internet. These services, contractually
More informationRecords Retention Training
Records Retention Training Purpose LSUHSC-NO must comply with state and federal records retention requirements in order to provide appropriate access to state information to the public and to limit the
More informationThe Trail of Electrons
E-Records E-Mail E-Discovery The Trail of Electrons ML Taylor, C.P.M. February 2013 January 2013 ML Taylor, C.P.M. 1 Objectives 1. Raise awareness of the issues surrounding the use of email and electronic
More informationFreedom of Information and Protection of Privacy (FOIPOP)
Freedom of Information and Protection of Privacy (FOIPOP) No.: 6700 PR1 Policy Reference: 6700 Category: FOIPOP Department Responsible: Records Management and Privacy Current Approved Date: 2008 Sep 30
More informationTechnology Disaster Recovery Plan updated 06/16/16
Technology Disaster Recovery Plan updated 06/16/16 Overview In the case of natural or other disaster the district needs to be back in operation and functioning in all areas - business, security, education
More informationVersion Date Author Revision(s)/Edit(s) V3.0 12/8/2010 Marland Webb V4.0 03/18/15 Marland Webb Update procedures and links
Records Management Policy Property/Name Document Type Issuing Department Policy Number Version Number 4 Value Policy Law/Records Management NA Issue Date 12/08/2010 Effective Date 12/08/2010 Last Amend
More informationStandard CIP Cyber Security Critical Cyber Asset Identification
Standard CIP 002 1 Cyber Security Critical Cyber Asset Identification Standard Development Roadmap This section is maintained by the drafting team during the development of the standard and will be removed
More informationUTAH VALLEY UNIVERSITY Policies and Procedures
Page 1 of 5 POLICY TITLE Section Subsection Responsible Office Private Sensitive Information Facilities, Operations, and Information Technology Information Technology Office of the Vice President of Information
More informationNORTH AMERICAN SECURITIES ADMINISTRATORS ASSOCIATION Cybersecurity Checklist for Investment Advisers
Identify Protect Detect Respond Recover Identify: Risk Assessments & Management 1. Risk assessments are conducted frequently (e.g. annually, quarterly). 2. Cybersecurity is included in the risk assessment.
More informationRECORDS WWU: . WWU Archives & Records Management Tony Kurtz x3124 Rachel Thompson x6654
RECORDS MANAGEMENT @ WWU: E-MAIL WWU Archives & Records Management Tony Kurtz x3124 Rachel Thompson x6654 What's a Public Record? RCW 40.14 requires all public records to be kept according to an approved
More informationInformation Security Policy
April 2016 Table of Contents PURPOSE AND SCOPE 5 I. CONFIDENTIAL INFORMATION 5 II. SCOPE 6 ORGANIZATION OF INFORMATION SECURITY 6 I. RESPONSIBILITY FOR INFORMATION SECURITY 6 II. COMMUNICATIONS REGARDING
More informationUniversity of Pittsburgh Security Assessment Questionnaire (v1.7)
Technology Help Desk 412 624-HELP [4357] technology.pitt.edu University of Pittsburgh Security Assessment Questionnaire (v1.7) Directions and Instructions for completing this assessment The answers provided
More informationDEPARTMENT OF HOMELAND SECURITY RECORDS MANAGEMENT HANDBOOK
DEPARTMENT OF HOMELAND SECURITY RECORDS MANAGEMENT HANDBOOK V. 2 January 2005 0550 Publication Table of Contents CHAPTER 1: OVERVIEW...1 CHAPTER 2: DEFINITIONS...8 CHAPTER 3: ELECTRONIC MAIL RECORDS...9
More informationWashington State Archives Public Records Management for Conservation Districts
Washington State Archives Public Records Management for Conservation Districts Presented by: Scott Sackett Electronic Records Management Consultant, Eastern WA scott.sackett@sos.wa.gov 509-413-3296 June
More informationPOLICY BURLINGTON TOWNSHIP BOARD OF EDUCATION. PROGRAM 2361/page 1 of 8 Acceptable Use of Computer Network/Computers and Resources M
2361/page 1 of 8 M 2361 ACCEPTABLE USE OF COMPUTER NETWORK/COMPUTERS AND RESOURCES The Board shall develop a technology plan that effectively uses electronic communication to advance and promote learning
More information1997 Minna Laws Chap. February 1, The Honorable Jesse Ventura Governor 130 State Capitol Building
This document is made available electronically by the Minnesota Legislative Reference Library as part of an ongoing digital archiving project. http://www.leg.state.mn.us/lrl/lrl.asp Department of Administration
More informationIRON MOUNTAIN GOVERNMENT SERVICES
IRON MOUNTAIN GOVERNMENT SERVICES ABOUT IRON MOUNTAIN Iron Mountain is an industry leader in records storage and information management, assisting more than 220,000 organizations in 45 countries on five
More information4.2 Electronic Mail Policy
Policy Statement E-mail is an accepted, efficient communications tool for supporting departmental business. As provided in the Government Records Act, e-mail messages are included in the definition of
More informationArchive and Records Management Policy
Archive and Records Management Policy Rationale This Policy is to enable Thomas Carr College to create and maintain accurate and complete records that support and provide evidence of the College s business
More informationGUIDE FOR INDIVIDUALS WHO ARE THE SUBJECT OF DATA
GUIDE FOR INDIVIDUALS WHO ARE THE SUBJECT OF DATA This document explains the rights of individuals (meaning natural persons) who are the subject of MnDOT data and how those individuals can obtain public
More informationProcedure re-written. (i.e. All staff with responsibility for the creation, use and management of organisational responsibility)
Standard Operating Procedure Title of Standard Operation Procedure: Corporate Records Management Procedure Reference Number: ECT002863 Version No: 2.0 Supersedes Versions No: 0.1 Amendments Made: Procedure
More informationEmployee Security Awareness Training Program
Employee Security Awareness Training Program Date: September 15, 2015 Version: 2015 1. Scope This Employee Security Awareness Training Program is designed to educate any InComm employee, independent contractor,
More informationMobility Policy Bundle
Version 2018-02 Mobility Policy Bundle Table of Contents This document contains the following policies: BYOD Access and Use Policy (revised 02/2018) Mobile Device Access and Use Policy (revised 02/2018)
More informationStandard CIP Cyber Security Critical Cyber Asset Identification
Standard CIP 002 1 Cyber Security Critical Cyber Asset Identification Standard Development Roadmap This section is maintained by the drafting team during the development of the standard and will be removed
More informationGramm Leach Bliley Act 15 U.S.C GLBA/HIPAA Information Security Program Committee GLBA, Safeguards Rule Training, Rev.
Gramm Leach Bliley Act 15 U.S.C. 6801-6809 GLBA/HIPAA Information Security Program Committee GLBA, Safeguards Rule Training, Rev. 11/30/2016 1 Objectives for GLBA Training GLBA Overview Safeguards Rule
More informationPublic Records and Records Retention
Public Records and Records Retention Administrative Professionals Workshop July 15, 2016 Presented by: Lisa M. Freiley, Staff Counsel / PACE Administrator Agenda Public Records Law Overview. How to respond
More informationClearing Out Legacy Electronic Records
For whom is this guidance intended? Clearing Out Legacy Electronic Records This guidance is intended for any member of University staff who has a sizeable collection of old electronic records, such as
More informationORA HIPAA Security. All Affiliate Research Policy Subject: HIPAA Security File Under: For Researchers
All Affiliate Research Policy Subject: HIPAA File Under: For Researchers ORA HIPAA Issuing Department: Office of Research Administration Original Policy Date Page 1 of 5 Approved by: May 9,2005 Revision
More informationGDPR Processor Security Controls. GDPR Toolkit Version 1 Datagator Ltd
GDPR Processor Security Controls GDPR Toolkit Version 1 Datagator Ltd Implementation Guidance (The header page and this section must be removed from final version of the document) Purpose of this document
More informationTRICARE Operations Manual M, April 1, 2015 Records Management (RM) Chapter 9 Section 1
Records Management (RM) Chapter 9 Section 1 Revision: 1.0 POLICY 1.1 This chapter implements the Department of Defense (DoD) Records Management (RM) Policy and Defense Health Agency (DHA) Records Retention
More informationProtecting Personally Identifiable Information (PII) Privacy Act Training for Housing Counselors
Protecting Personally Identifiable Information (PII) Privacy Act Training for Housing Counselors Presented by the Office of Housing Counseling and The Office of the Chief Information Officer Privacy Program
More informationCriminal Justice Information Security (CJIS) Guide for ShareBase in the Hyland Cloud
Criminal Justice Information Security (CJIS) Guide for ShareBase in the Hyland Cloud Introduction The Criminal Justice Information Security (CJIS) Policy is a publically accessible document that contains
More informationINFORMATION ASSET MANAGEMENT POLICY
INFORMATION ASSET MANAGEMENT POLICY Approved by Board of Directors Date: To be reviewed by Board of Directors March 2021 CONTENT PAGE 1. Introduction 3 2. Policy Statement 3 3. Purpose 4 4. Scope 4 5 Objectives
More informationInformation Systems. Data Protection Disaster recovery Backups
Information Systems Data Protection Disaster recovery Backups Data protection act 1998 - Rights The rights of data subjects People whose personal data is stored are called data subjects. The DPA sets uprights
More informationData Security and Privacy Principles IBM Cloud Services
Data Security and Privacy Principles IBM Cloud Services 2 Data Security and Privacy Principles: IBM Cloud Services Contents 2 Overview 2 Governance 3 Security Policies 3 Access, Intervention, Transfer
More informationManaging Born- Digital Documents.
Managing Born- Digital Documents www.archives.nysed.gov Objectives Review the challenges of managing born-digital records Provide Practical strategies to ensure born-digital records are well managed Understand
More informationGoogle Message Discovery
Google Message Discovery ABOUT GOOGLE APPS Google Apps is a suite of applications that includes Gmail, Google Calendar (shared calendaring), Google Talk (instant messaging and voice over IP), Google Docs
More informationFrequently Asked Questions Related to The Arkansas General Records Retention Schedule
Frequently Asked Questions Related to The Arkansas General Records Retention Schedule Updated 05/16/16 Question: Does the proposed records retention schedule list all the records my must hold and, if not,
More informationManaging and Electronic Records: A Transition Priority
TRANSITION Managing Email and Electronic Records: A Transition Priority NGA RESOURCES AUGUST 2018 Electronic communications tools such as email and text messaging present new challenges to the governor-elect
More informationManagement Guidelines - Roadmap LIBRARY AND ARCHIVES CANADA GOVERNMENT RECORDS BRANCH
Email Management Guidelines - Roadmap LIBRARY AND ARCHIVES CANADA GOVERNMENT RECORDS BRANCH 2008 Table of Contents 0. Introduction to the Email Management Guidelines... 1 0.1. References... 1 0.1.1. Name:
More informationLocal Government Management Association
Local Government Management Association Records Management Policy November 2016 Policy Rationale The purposes of this policy are to: (a) identify all documents in order to improve efficiency and productivity;
More informationThe Office Procedures and Technology
The Office Procedures and Technology Chapter 9 Records Management Systems Copyright 2003 by South-Western, a division of Thomson Learning Overview Records management system Storage Set of media procedures
More informationComputer Forensics US-CERT
Computer Forensics US-CERT Overview This paper will discuss the need for computer forensics to be practiced in an effective and legal way, outline basic technical issues, and point to references for further
More informationAPPENDIX D: New Hampshire Recertification Law
APPENDIX D: New Hampshire Recertification Law SAU #16 Professional Development Master Plan July 2007 June 2012 ED 512 STAFF DEVELOPMENT AND RECERTIFICATION EF.07/01/05 Ed 512.01 Basic Requirement. Each
More informationThis Policy has been prepared with due regard to the General Data Protection Regulation (EU Regulation 2016/679) ( GDPR ).
PRIVACY POLICY Data Protection Policy 1. Introduction This Data Protection Policy (this Policy ) sets out how Brital Foods Limited ( we, us, our ) handle the Personal Data we Process in the course of our
More information1. Post for 45-day comment period and pre-ballot review. 7/26/ Conduct initial ballot. 8/30/2010
Standard CIP 011 1 Cyber Security Protection Standard Development Roadmap This section is maintained by the drafting team during the development of the standard and will be removed when the standard becomes
More informationHIPAA Compliance and OBS Online Backup
WHITE PAPER HIPAA Compliance and OBS Online Backup Table of Contents Table of Contents 2 HIPAA Compliance and the Office Backup Solutions 3 Introduction 3 More about the HIPAA Security Rule 3 HIPAA Security
More informationBASELINE GENERAL PRACTICE SECURITY CHECKLIST Guide
BASELINE GENERAL PRACTICE SECURITY CHECKLIST Guide Last Updated 8 March 2016 Contents Introduction... 2 1 Key point of contact... 2 2 Third Part IT Specialists... 2 3 Acceptable use of Information...
More informationFederal Rules of Civil Procedure IT Obligations For
Federal Rules of Civil Procedure IT Obligations For Email Message Logic is a business unit of Data Storage Corporation. 212-564-4922 www.messagelogic.net or www.datastoragecorp.com 2013 Data Storage Corporation,
More information7.16 INFORMATION TECHNOLOGY SECURITY
7.16 INFORMATION TECHNOLOGY SECURITY The superintendent shall be responsible for ensuring the district has the necessary components in place to meet the district s needs and the state s requirements for
More informationViolations of any portion of this policy may be subject to disciplinary action up to and including termination of employment.
Page 1 of 6 Policy: All computer resources are the property of Lee County and are intended to be used for approved County business purposes. Users are permitted access to the computer system to assist
More informationVirginia State University Policies Manual. Title: Information Security Program Policy: 6110
Purpose Virginia State University (VSU) uses information to perform the business services and functions necessary to fulfill its mission. VSU information is contained in many different mediums including
More informationChapter 1B-26, Florida Administrative Code RECORDS MANAGEMENT - STANDARDS AND REQUIREMENTS Electronic Recordkeeping
Chapter 1B-26, Florida Administrative Code RECORDS MANAGEMENT - STANDARDS AND REQUIREMENTS Electronic Recordkeeping 1B-26.003 Electronic Recordkeeping. (1) PURPOSE. These rules provide standards for record
More informationOffice of MN.IT Services Data Centers
Office of MN.IT Services Data Centers Information Technology Controls and Compliance Audit As of November 2016 March 2, 2017 REPORT 17-06 Financial Audit Division Office of the Legislative Auditor State
More information!IlflimTIII~III~III~l~I~IIII!
This document is made available electronically by the Minnesota Legislative Reference Library as part of an ongoing digital archiving project. http://www.leg.state.mn.us/lrl/lrl.asp 12-0429!IlflimTIII~III~III~l~I~IIII!
More information