OAMR Conference September 18-19, 2014 Oregon Association of Municipal Recorders 1

 Plan strategically for records management, including a mission and values statement and goals and objectives  How to develop buy-in among elected officials and staff  Tools for training staff  Develop a comprehensive approach to planning for a citywide clean-up day 2

 Oregon City – oldest incorporated city west of the Rocky Mountains  Records dating back to 1844  End of the Oregon Trail  Pioneering spirit continues! 3

4

5

6

Critical step: Consult your city manager to obtain support and buy-in 7

If you want to be an instrument of change, you will be alone in your quest. Author Unknown 8

 Conduct a needs assessment & analyze results  Identify the problem  Develop a strategic plan  Consult operating budget  Analyze alternatives  Implement plan  Measure results 9

Survey your department directors:  Does your department retain its records according to State retention schedules?  Where are the original copies of your records stored?  Name the media types associated with your records?  Have staff members ever received training in records retention?  Have staff members ever received training in or social media policies? 10

 Records stored in container in parking lot; attic at Public Works; any shelf, closet, cabinet, or corner (Records not readily accessible)  Storage areas are not climate controlled  Inadequate records destruction practices  Poor use of retention schedules  Staff inadequately trained  Historical records at risk  Inadequate staff 11

 Requires critical thinking skills  Identifies the problem in the center of the star  Generates responses to explore issues and ideas  Evaluate the issues and ideas into 5 categories  Each point of the star is bursting with ideas!  Analyze the results See Bibliography, items 1 and 2 12

 Basic Elements: Values Vision Mission Goals Objectives Measurements 13

 What is important to you and your city’s staff/elected officials concerning public records? 14

 A vision statement answers the question, “Where do we want to go?”  Does not answer the question, “How will we get there?”  Hopes and dreams for the future. 15

 What is the mission – the assignment, the undertaking, the purpose – that is being targeted?  A mission statement is an unchanging declaration of the department’s purpose. The City Recorder’s Office will provide ready access to public records to the Citizen, the Public Servant, and the City Commission at the right time, to the right person, at the right cost, and for as long as needed. 16

 Goals flow from the strategic vision and mission and reflect the lifecycle of records. 17

CREATIONDISTRIBUTIONUSEMAINTENANCEDISPOSITION 18

 Public records are created, identified, appropriately scheduled, and managed according to retention requirements. 19

 Electronic public records, including digital recordings, electronic mail, digital communications, and social media records, are controlled, preserved, and made accessible according to retention requirements. 20

 Increase transparency of City Government by ensuring that public records are easy to access regardless of where they are or where users are for as long as required by records retention regulations. 21

 All public records are preserved in an appropriate environment. 22

 Strategically manage, educate, and align staff, technology, and processes to achieve the mission and provide a means to measure the performance. 23

 An objective is the roadmap to reach the organization’s destination (goals). 24

 Finalize a draft of the Strategic Plan.  Get city manager’s support  Present to elected officials for buy-in 25

1: Survey departments (Needs assessment) 2: Council approval3: Promote awareness 26

4: Select records liaisons 5: Train dept. directors & liaisons 6: Citywide employee training 27

7: Prepare for “the” day 8: Conduct Clean-up day 9: Measure results 28

 Contact local garbage company – reserve dumpsters and recycle/trash bins  Contact shredding company – arrange for shred visits  Determine storage options – onsite? offsite? Contract with company?  Order boxes, labels, other supplies  Order T-shirts for liaisons 29

 Decide on whether to close city hall  Notify public/deliveries/inspectors/etc. of the closure  Make signs for building for bins, doors  Compile a “legal hold” list  Order food for staff  Contests – yes? no? Buy prizes!  Notify local news 30

 Did you know? s – a surprisingly effective manner of communicating bits of information  FAQ on Shred Day – use the survey results to develop a FAQ list.  LAUNCH THE SHRED DAY!  Track the pounds of recycling and garbage for measuring/stats 31

32

33

34

35

36

37

38

39

40

41

42

43

44

Facts & Figures from Grateful Shred Day:  215 Boxes were taken to Recall for long-term storage  1,290 gallons of paper shredded  5,400 lbs. of recycling collected  Freed up 3,468,688 KB of space by deleting e- mail.  56,475 items were deleted from storage. 45

 700+ boxes stored offsite in permanent, climate-controlled storage  Retention schedules are used  Bi-annual records destruction takes place  Same records liaisons are still in place  Scanning projects have increased  THE CULTURE CHANGED  A clean city hall to be proud of 46

47

 Brainstorming vs. Starbursting. Retrieved March 17, 2004 from  De Janasz, S., Dowd, K.O., and Schneider, B. (2002). Interpersonal skills in organizations. New York: McGraw-Hill 48

Thank you! 49