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Training Ideas Showcase: Real World Training Resources Samara Carter – George Mason University Martha Hazelgrove – Dept. of Juvenile Justice Jessie Graham – University of Virginia
Training Ideas Showcase: Real World Training Resources
Samara Carter – George Mason UniversityMartha Hazelgrove – Dept. of Juvenile JusticeJessie Graham – University of Virginia
KEEP IT SIMPLECREATING GUIDES AND CLARIFYING CONTEXT
SAMARA CARTER
UNIVERSITY RECORDS MANAGER
GEORGE MASON UNIVERSITY
CONFUSION AND CHAOS TO CALM CLARITY
How do I know a record from a convenience copy?
How do I know how long to keep a record?
Do I have the official copy?
What to do with my paper/electronic records?
MINI RETENTION GUIDES
PURPOSE : To pare down the general records schedules
to series specific to the work of the department
BE SURE TO INCLUDE ***
name of the department
name of person compiling the guide
date
disclaimer
ALL IN ONE
Series by SchedulesNotes on what the “Trigger Date” means
Destruction InstructionsExamples of Department-Specific Documents
Notations of Special Exceptions
BASIC RECORDS WORKSHOPS
ONCE/MONTH for 2 HRS, THREE IN JUNE
WORKSHOP CONTENT
What is a record: Context vs Use
VPRA and other implication such as FOIA and FERPA
Services and processes to use services
Electronic Records
Give examples of records series
Open up for Q&A
Follow up with links to LOV and GMU records sites
STRESSING SIMPLICITY ALONGSIDE COMPLIANCE
OPTIONS = more OPT IN FOCUS on the FUTURE
Help them determine what is easy and fast to fix - prioritize
Have offices put their records processes and procedures in writing
Push for more direct context and use information during records transfers
Encourage cleanouts
Be available ahead of office moves
Have clear procedures for destruction
Collab with IT to ensure there are tools with records mgmt features
Vary your training and make it more available
In person, online, webinars, etc.
Pinpoint other knowledgeable records people within your organization to refer questions to
HR, ITS, FOIA, etc.
NEXT STEPS IN OUR OUTREACH
1. Update RM Policya. Shorter, Simpler
b. Assign Records Coordinators
2. Websitea. More comprehensive
b. Easy Access to Guides
c. Less Hidden
3. Specialized Workshopsa. Tackling Shared Drives
b. Writing Department Procedures
Records Management Training Resources
Dept. of Juvenile Justice
Do your files look like this?
Do you have a clue what’s in the boxes?
How long would it take to find a specific record?
Suppose you are responding to a subpoena and must produce the
record by the end of the day?
Wouldn’t it be nice if all files were in order so you can easily find
what you are looking for?
Would you rather your files looked like this?
Take a few extra minutes to neatly identify new folders – this will make them much easier to keep neat and organized in order to find what you are
looking for quickly.
What is in the way of managing your
records?I don’t know how.I don’t have time.
The previous manager retired.I don’t have time to take class.
There’s no one to ask.It’s not in my EWP!No one will help me.
There is no training budget.
What if……
You had resources at the tip of your
fingers?Utilize other agency forms and modify to fit your
needs.
Carve out early morning time to become familiar with your schedules, etc.
Now that you are in charge, make it your own.
Make time for short classes – it pays off in the long run.
Set time to talk/meet with your LVA analyst.
Add to your EWP – you may get a raise!
Ask other staff for help.
Talk to your budget analyst about training money.
office 804-588-3945cell 804-314-3597
Martha G. HazelgroveDepartment of Juvenile Justice600 East Main Street, 20th Floor
Richmond, Virginia 23219
REACHING THE MASSES
Records Management Training Resources at UVA
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Two Challenges at UVA
Large and decentralizedIndependent culture
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Traditional In-Person Training
How do we reach more
(and different) people?
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Top 4 Records Management Resources at UVA
Records Management Mailing List• Training alerts• Web site updates• University Records Management Application (URMA)
updates
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Top 4 Records Management Resources at UVA
• Quick reference• Aimed at specific needs• Hand-outs at conferences and training events
Tip Sheets
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Top 4 Records Management Resources at UVA
• Short videos on popular topics• Something to point to instead of answering the
same questions• Good for employees who can’t travel to training
Videos
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• UVA does not provide LVA schedules to departments• Rewrite most common series in “UVA” language• University Records Management Application (URMA)
pushes out information to a database on our web site
Retention Schedule Database
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Where is UVA Headed?
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Questions?
Samara CarterGeorge Mason University(703) [email protected]
Martha HazelgroveDepartment of Juvenile Justice(804) 588-3945 office(804) 314-3597 [email protected]
Jessie GrahamUniversity of Virginia(434) [email protected]
