Hopefully you all can make sense of the document since we cannot send attachments to the list.
ACTION ITEMS:
Manager -- Submit HelpDesk Ticket at time of notification of separation then follow provided instructions. After RIM review is complete, records moved and/or new owner assigned, notify HelpDesk to delete separating employee's account.
Separating/Transferring Employee -- Owns responsibility to manage records under their ownership utilizing below procedure and guidance from manager.
Locate & Review Records: Determine all locations where separating/transferring employee has records (both electronic and paper).
0 Local hard drive ("C:" drive)
0 Personal network drive (e.g. "G:" drive)
0 Shared environment (e.g. network drives/folders, share point sites, applications)
0 Recordings (e.g. voicemail, skype)
0 Removable media (e.g. CD's, diskettes, flash/thumb drives)
0 Mobile devices (e.g. cell phone, iPad); company XXXXX or personal owned
0 Databases / Document Management systems
0 Outlook email (including all subfolders), calendar, notes, contacts, tasks, and archive (pst) files.
0 Desk drawers, file cabinets, storage/file rooms
0 Off-site record storage (e.g. 3rd party, home, personal computers)
Record TypeRecord Type Definitions
Official Business Records (OBRs)Belong to XXXX and must be retained per Legal/Regulatory requirements. Refer to the Retention Schedule available on the RIM share point as guidance.
NOTE: Legal Holds override the retention periods stated in the Retention Schedule.
Non-Official Business Records (NOBRs)Belong to XXXXX and should only be retained if they have ongoing business value.
Non-Business or Personal RecordsBelong to the employee and should be taken with employee upon departure.
ArchivesRetained for purposes of historical value and not necessary for legal or business purposes. Contact XXXXX@ [log in to unmask] to verify and support ownership transfer.
Note: Legal will contact manager within 7 business days of separation notice to provide guidance if employee is on Legal Hold. All records, regardless of category, subject to a Legal Hold must be retained until the hold is released; do NOT move Legal Hold related records. If not notified after 7 days, you may proceed with dispositioning records.
Requirements/Actions: All records that have retention requirements (OBRs) or ongoing business value (NOBRs) must be managed within XXXXX to transfer records and ownership by completing the following:
*Classify records into one of the record types (refer to Record Type documents for guidance available on the RIM sharepoint)
*Electronic Records:
a.Create folder Labeled "Your Last Name Record Type" (eg. SMITH ACCTG OBRs) then separate sub-folders labeled for each Record Series
b.Transfer records that should be retained into appropriate Record Series sub-folder
c.SAP Records do not require record management; only removal of security unrelated to new role for transferring employee
*Paper Records:
a.Segregate records by Record Series
b.Retain records within retention period and/or have extended business value
*Notify manager on completion of classification of all records
Manager will verify Record Series and Retention Period along with business or archival value to then action appropriately:
*Transfer records to new owner as defined by management
*If no transfer required --
oShred: Confidential papers with company data (e.g. financial, engineering, personnel)
oRecycle: Non-Confidential papers with no personal or company data (e.g. magazines, newspapers, public information)
oElectronic records not transferred will be automatically deleted 60 days post employee separation notice to HelpDesk.
Regards,
Joanie Erickson, IGP, CRA, CIP
Global Records and Information Governance Leader
Direct: 630-718-5153
www.molex.com | RIM is Your Role - Site
-----Original Message-----
From: Erickson, Joanie
Sent: Wednesday, January 31, 2018 12:48 PM
To: [log in to unmask]
Subject: RE: Personnel termination and email
Here is what being proposed within our company for a separation/transfer checklist. Not so much with HR but the direct supervisor is responsible for going through the list.
Regards,
Joanie Erickson, IGP, CRA, CIP
Global Records and Information Governance Leader
Direct: 630-718-5153
www.molex.com | RIM is Your Role - Site
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Dahlquist, Auty (Records Manager)
Sent: Wednesday, January 31, 2018 12:44 PM
To: [log in to unmask]
Subject: Re: Personnel termination and email
Sent by an external sender
----------------------------------------------------------------------
I am interested as well!
Auty Dahlquist
Records Manager
Records Officer
Utah Transit Authority
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Looten, JoAnn
Sent: Wednesday, January 31, 2018 11:29 AM
To: [log in to unmask]
Subject: Re: Personnel termination and email
I too am considering the Capstone approach. Looking forward to hearing others recommendations.
JoAnn Looten, CRM
Director of Records and Information Management University of Missouri System
2910 LeMone Blvd
Columbia MO 65211
W: 573-882-5955
C: 573-690-6221
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Haughton, Ashley
Sent: Wednesday, January 31, 2018 12:28 PM
To: [log in to unmask]
Subject: Re: Personnel termination and email
Hi Ian,
I am very interested in this information as well. I've been thinking about this for a while and am currently leaning towards implementing NARA's capstone approach, so the entire email account is retained according to rules based on the position of the person. A similar challenge for us is personal storage spaces (e.g. OneDrive).
I'm looking forward to hearing what others have done and/or how they have implemented the capstone approach.
Ashley
--
Ashley Haughton
Records and Information Manager
Records Management, Information Technology Services University of Lethbridge
4401 University Drive West
Lethbridge, AB T1K 3M4
Phone: 403-329-2725
Web: www.uleth.ca/records-management
This e-mail, including any and all attachments, is only for the use of the intended recipient(s) and may contain information that is confidential or privileged. If you are not the intended recipient, you are advised that any dissemination, copying or other use of this e-mail is prohibited. Please notify the sender of the error in communication by return e-mail and destroy all copies of this e-mail. Thank you.
List archives at https://urldefense.proofpoint.com/v2/url?u=http-3A__lists.ufl.edu_archives_recmgmt-2Dl.html&d=DwIDAg&c=ldUT9ic9vn6iaVqow1OsaA&r=4m9bMOwIaXkxNVLq2yKwtn-8mXPG9Hy84yyOeND_mhQ&m=Zv4Kyyo1MMFJ2ZUxgSu1Vgpmn2gD49rso6qDWmKL-js&s=Jh0JSpy0Li7IMGy36njAakyr5JH8hIo4ny1OHKd1LcA&e=
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at https://urldefense.proofpoint.com/v2/url?u=http-3A__lists.ufl.edu_archives_recmgmt-2Dl.html&d=DwIDAg&c=ldUT9ic9vn6iaVqow1OsaA&r=4m9bMOwIaXkxNVLq2yKwtn-8mXPG9Hy84yyOeND_mhQ&m=Zv4Kyyo1MMFJ2ZUxgSu1Vgpmn2gD49rso6qDWmKL-js&s=Jh0JSpy0Li7IMGy36njAakyr5JH8hIo4ny1OHKd1LcA&e=
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at https://urldefense.proofpoint.com/v2/url?u=http-3A__lists.ufl.edu_archives_recmgmt-2Dl.html&d=DwIDAg&c=ldUT9ic9vn6iaVqow1OsaA&r=4m9bMOwIaXkxNVLq2yKwtn-8mXPG9Hy84yyOeND_mhQ&m=Zv4Kyyo1MMFJ2ZUxgSu1Vgpmn2gD49rso6qDWmKL-js&s=Jh0JSpy0Li7IMGy36njAakyr5JH8hIo4ny1OHKd1LcA&e=
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
________________________________
CONFIDENTIALITY NOTICE: This message (including any attachments) may contain Molex confidential information, protected by law. If this message is confidential, forwarding it to individuals, other than those with a need to know, without the permission of the sender, is prohibited.
This message is also intended for a specific individual. If you are not the intended recipient, you should delete this message and are hereby notified that any disclosure, copying, or distribution of this message or taking of any action based upon it, is strictly prohibited.
English | Chinese | Japanese
www.molex.com/confidentiality.html
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
