RAMP-TRIM Training modules ppt Training Modules Overview Highlights 26/04/2019 12:55:36 RAMP-TRIM Records, Archiving and Management Programme - Total Records Information Management Training Modules Overview Highlights 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Objectives To give participants an overview of Records and Archives Management in UNICEF To show those familiar with previous RAMP or other data systems how to perform the same functions in RAMP-TRIM To ensure that all staff required to list/register record series, folders, electronic items and boxes know how to do so in preparation for: Increased sharing of current records transferring non-current materials to the archives 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Why Records and Archives Management? Management of Records… To ensure effective and efficient Registration Organization Storage Retrieval Re-use Disposal To achieve an organizational benefit 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

RAMP-TRIM Training modules ppt 26/04/2019 12:55:36 What Benefit? Easy retrieval of key data Manage growth of records Reduce operating costs Improve efficiency and productivity Ensure compliance with regulations Minimize risk of litigation Safeguard vital information Support better management decision-making Preserve organizational memory 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Documents, Records, and Archives Electronic Images RECORDS MS Office Documents Some of these documents must be kept as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the organization or because of the informational value in them. Such documents are called Records ARCHIVES All recorded information regardless of the medium on which it was recorded or how, when or why it was recorded Slides Reports Non-current records having continued administrative, legal, historical, evidential or informational value are called archival records Photos Audiotapes Videos Maps Electronic Mail Messages Other Correspondence 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Stages in the lifecycle of a record Records are produced by internal and external parties... 1. CREATION STAGE …or preserved permanently in an archive for historical or research purposes. …and are transmitted to internal and external users… 2. DISTRIBUTION AND USE STAGE 5. ARCHIVAL PRESERVATION STAGE 4. RETENTION AND DISPOSITION STAGE 3. STORAGE AND ADMINSTRATION STAGE …then become inactive and are destroyed or transferred to a storage facility... …and are classified and filed in storage devices and maintained for active reference... 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

RAMP-TRIM Training modules ppt 26/04/2019 12:55:36 Stages in the lifecycle of a record Records are produced by internal and external parties... 1. CREATION STAGE, OR RECEIVED …or preserved permanently in an archive for historical or research purposes. …and are transmitted to internal and external users… 1A. REGISTER 2. DISTRIBUTION AND USE STAGE 5. ARCHIVAL PRESERVATION STAGE 3A. APPRAISAL : RETENTION SCHEDULES 2A. LINK SERIES FOLDERS 4. RETENTION AND DISPOSITION STAGE …then become inactive and are destroyed or transferred to a storage facility... 3. STORAGE AND ADMINSTRATION STAGE …and are classified and filed in storage devices and maintained for active reference... 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Roles and Responsibilities RAMP-TRIM Training modules ppt 26/04/2019 12:55:36 Roles and Responsibilities All Staff: Ensure the records they issue, receive or collect are preserved Head of Office: Determines which records are vital Determines which records should be restricted Ensures that a record-keeping system is in place to protect these records RAM Focal Point Ensures that the record-keeping system is implemented and that staff know how to use it Collects information on record series, folders, archives etc. 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

RAMP-TRIM Training modules ppt 26/04/2019 12:55:36 Locations Hierarchy Organization Country/City Country/City Country/City UN type Dept. Division Division Division Section Section Section Work Unit Work Unit Work Unit Work Unit Work Unit Work Unit Work Unit Work Unit Work Unit Series Series Series 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Locations Hierarchy-Examples Organization Country/City UN type Dept. Division Section Work Unit Series UNICEF USAA OPERATIONS DFAM ACCOUNTS FIELD ACCOUNTS PAYMENT VOUCHERS 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

RAMP-TRIM Training modules ppt 2. Record Series 26/04/2019 12:55:36 Why Series Assist retrieval Separate material into groups of items To decide on retention period Determining Features Maintained together Relate to a particular function (e.g. POs) Result from a specific activity (e.g. Special Session 2002) Are a specific form (e.g. binders, folders, microform etc.) Have same retention period Exercise Add Series Find Series 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Classification for Series Records based on the United Nations Participating Organizations ‘Records Classes Linked to Business Processes’ : ACP Administration, Conferences, Central Support and Procurement FBA Finance, Budget and Accounts HRM Human Resource Management IAM Information Assets Management ICT Information and Communication Technology LEG Legal OAE Oversight, Audit and Evaluation OCM Organisation, Co-ordination and Management PPM Programmes, Projects and Missions ROC Relations, Outreach, Media and Communications 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Appraisal, Retention and Disposal What you throw out is just as important as what you keep. Retention is determined when you decide on a Record Series and is associated with this series Develop a Retention Schedule Timetables for maintaining organizational records to meet business requirements. Include timing for the transfer of records between media and locations to final disposal 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Guidance on Retention Schedules UNICEF Financial Circular Number 25 Accounting and financial records for permanent retention Accounting and financial records for retention and destruction after four years Accounting and financial records for retention and destruction after seven years UN Developed Retention Schedules UNICEF Appraisal Grid 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

RAMP-TRIM Training modules ppt 26/04/2019 12:55:36 3. Folders What is a folder A separator or container for anything that needs to be filed Usually manila or pressboard but can be binder, tape etc. Unusual things e.g. flags, displays, props, gifts etc. Linked/related to series, not necessarily contained in Determining features Can be separated from other things (e.g. separators in a binder, tabs in a report). Folder title should reflect content Can change title to be broader or create copy of folder with different title Exercise Add Folders Find Folders 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Relationships: intellectual control RAMP-TRIM Training modules ppt Relationships: intellectual control 26/04/2019 12:55:36 Work Unit Series Intellectual Control Appraisal Process Retention and Disposition Schedule Series Series Linked/Related 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt T:/EPPram/Pj/Rm-fld/Pack01/03ramp/03_c_ramp_trim_copy/ram01023.ppt

Relationships: intellectual and physical control Work Unit Series Intellectual Control Appraisal Process Retention and Disposition Schedule Series Series Physical Control Linked/Related Box Box Box Folder Folder Box Non Current Storage Location Folder Shipment Contained 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Relationships: intellectual, physical and electronic control Work Unit Intellectual Control Series Box Box Appraisal Process Retention and Disposition Schedule Series Physical Control Non Current Storage Location Box Box Shipment Folder Folder Electronic Control Folders Assigned a Routing & Tracking # Choose Record Types Maintained in Electronic Stores Saved to Offsite Electronic Storage Items 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt

Relationships: intellectual and electronic control Work Unit Intellectual Control Series Appraisal Process Retention and Disposition Schedule Series Electronic Control Folders Assigned a Routing & Tracking # Choose Record Types Maintained in Electronic Stores Saved to Offsite Electronic Storage Items 4/26/2019 12:55:36 PM T:\EPPRAM\PJ\RM-FLD\Pack01\03Ramp\03_c_Ramp_Trim_Copy\ram01023.ppt