Since I'm not a records manager (I'm an agency historian), I'll defer to
the experts among you on the technicalities. But I can tell you how
records management looks to the end user, the person who benefits from
having records available.
You sound as if you are expecting a mixed group, some of whom have RM
experience and others who don't. I would encourage you to illustrate
how the facility, service and Department and its employees benefit from
good record keeping. Mention the compliance angle but don't stop there.
I would encourage people to pay attention to record keeping because
they and others will benefit from it, not just because someone says "you
have to." I would try to do this in plain English and avoid over
reliance on records management jargon.
I would touch lightly on the compliance angle, that there are laws and
regulations that govern handling of federal records. I personally don't
think that people respond particularly well to the stern schoolmaster or
nagging nanny approach. Most Feds are surrounded by loads of do's and
don'ts! If you stress the compliance part only and don't link records
to what they do every day, people may just sigh and say, "OK, whatever."
You need to go beyond rules and regulations.
Encourage people to look at the records they create as their
professional legacy. Try to bring to life the sorts of things that NARA
lists in the section on "Why should I care about records" in
http://www.archives.gov/records_management/publications/documenting_your_public_service.html#records
You're more likely to trigger a V-8 moment if you talk about how
archived photos and documents were used in an interesting exhibit or
history publication about the Department. Or how managers were able to
trace precedents through a well kept series of policy records. Or how
decision makers avoided mistakes because they were able to study how
employees reacted to initiatives in the past. Or how you helped agency
lawyers with litigation support.
Since you deal with researchers, emphasize the "essential evidence"
angle. Present well maintained records as a source of evidence that
enables solid conclusions and findings.
Personally, I like the somewhat light hearted approach displayed in
some of NARA's records management posters at
http://www.archives.gov/records_management/publications/documenting_your_public_service.html#records
.
Good luck, and I'm sure the pros on the List can filll in the gaps that
I, as a beneficiary client and end-user, but a non-records manager. did
not address!
Maarja
>>> [log in to unmask] 4/5/2005 2:43:09 PM >>>
All,
I'm a long time lurker and need some input. I'm the records manager
and
archivist at a wildlife research facility, part of the USDA, Animal
Plant
Health Inspection Service, Wildlife Services. I'm responsible for
records
management and archives at our headquarters location in Fort Collins,
CO
and for our 9 field stations. We're a smaller government agency,
around
200 people total, about 120-130 are at headquarters. I've been here 5
years and have a small staff of a 30 hour a week assistant and 2
student
employees.
For our Records and Information Management Week April 18-22, I'm giving
a
presentation on electronic records management. Several months ago
the
management approved an e-mail policy, which follows the NARA line of
"if
it's a record, print it out and file it." We'll get an electronic
records
management system whenever it filters down from on high of the USDA.
I'm
using our recent policy guidelines as a reason to talk formally about
all
electronic records. I've done smaller presentations/training types of
things for secretaries and those who deal directly with our agency
retention schedule.
I'd like some input on what I really need to cover in a presentation
that
will be about 20 minutes, plus questions. I have no idea who will
attend.
I'm guessing some of the secretary types in administration, who I
already
work with on records management, will come. There may be a wildlife
or
chemistry researcher or two, who will be lured by the fact that I'm
providing snacks. So it will be a mixed crowd of those who have some
rm
experience and those who don't. I plan to spend a short period of
time on
the basics of rm and how that relates to electronic records. I'll
talk
about our e-mail policy and provide examples of what things would be
considered a record. I may do a few of my favorite records management
cartoons, just for fun.
What types of things, in 20 min., should I absolutely make sure I
cover?
What have you found effective to stress the basics of electronic
records
management? I have a good idea of what I want to do, however, thought
I'd
pick the brains of the list. Any thoughts or ideas will be greatly
appreciated!
Many thanks,
Nancy Freeman, Records Manager/Archivist
National Wildlife Research Center
4101 LaPorte Ave.
Fort Collins, CO 80521
(970) 266-6023
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