1. All Employee Basic Records Management Training

2. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

3. To understand the key components of the County’s Records and Information Management (RIM) Policy and Program To be able to identify what is, and is not, a Record To know your responsibilities for creating “good” records, when e-mails are considered records, and when & how to dispose of records Training Objectives

4. To understand destruction holds and what to do with “holds” To know where to go to if you have additional questions or need more information Training Objectives, cont.

5. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

6. The Federal, State and County Governments require us to have a program Are we Required to Have a Program for Managing our Records?

7. Integrated policies and procedures for the management of records and information from their creation or receipt to their ultimate disposition, consistent with Clark County’s business requirements, and in compliance with applicable laws and regulations. Clark County Administrative Guideline 14, Effective 3/1/2009 What is Clark County’s Records and Information Management (RIM) Program?

8. Compliance with all applicable regulatory and legal requirements regarding document retention Preservation of records which are vital to Clark County’s continued operations Protection of the confidentiality and privacy of Clark County’s records Meeting Clark County’s obligations to the general public Reduction of costs by preventing the unnecessary accumulation of information, data and documents Clark County Administrative Guideline 14, Effective 3/1/2009 County RIM Program Objectives

9. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

10. Policy Statement Public Records Records vs. Non-Records Records Retention Schedule Deletion, Destruction, Disposal, Disposition Destruction Hold RIM Key Concepts

11. It is Clark County’s policy to provide for efficient, economical, and effective controls over the creation, organization, maintenance, use, distribution, and disposition of all Clark County’s records and information through a comprehensive program of integrated policies and procedures for the management of records and information from creation to their ultimate disposition, consistent with Clark County’s business requirements, and in compliance with applicable laws and regulations, particularly the provisions of NRS Chapter 239. Clark County Administrative Guideline 14, Effective 3/1/2009 Policy Statement

12. Records created or received in the course of business by a local government are considered public records and must be maintained and disposed of according to the terms of the Nevada Public Records Act, NRS Chapter 239. Unless the law restricts public records for reasons of confidentiality, they must be made reasonably accessible to the public. Nevada Revised Statutes, Chapter 239 What is a Public Record?

13. A Record is information created or received, and is evidence of business activities, transactions, operations, policies, procedures, decisions, and/or obligations. A Record may contain one/several/all of these values: business, legal, operational, compliance. A Record represents Clark County’s official position on the matter contained in the record. What is a Record?

14. Examples of Records Contracts - agreements, addendums Journal entry backup Employee files – applications, performance reviews Project records – timelines, strategies, plans Board of County Commissioner’s meeting minutes

15. Correspondence Medical Records Customer and Patient Complaints Examples of Records, cont.

16. Examples of Record Formats Correspondence, Memos Databases Emails Faxes Instant Messages Photographs and film Presentations Voicemail

17. Non-records are documents, work papers or other information that does not have ongoing business value and is not subject to any other legal requirement to be retained. Therefore, it is not designated as a Record, or retained in accordance with the record retention schedule. However, a Non-Record is subject to a Destruction Hold. What is a Non-Record?

18. Examples of Non-Records Drafts of most documents Convenience copies of records Reference material from conferences and public web sites Personal email or other personal records

19. A Records Retention Schedule identifies the time period the listed records must be retained. Records disposition may not occur until that time period expires. State law, regulation and Court standards require the use of retention schedules when disposing of records. Without a retention schedule in place, there is no legal authority to dispose of records. NRS 239.125, NAC 239.155 What is a Records Retention Schedule?

20. Example of a Clark County Retention Schedule

21. Terms used interchangeably to describe the process of purging or destroying Records, whether in paper or electronic form, so that the information they contain is no longer available. Deletion, Destruction, Disposal, Disposition

22. Non-essential documents such as letters and notes which require neither acknowledgment nor follow-up, such as letters of transmittal, notes of appreciation, routing slips, congratulations, and plans of meetings. Preliminary drafts or copies of a document, if the signed or final original copy is already being retained. Materials that Should Be Destroyed As Soon As Possible

23. Notes, correspondence and email of a personal nature. Miscellaneous material with no discernible commercial, legal or other institutional value, such as communications regarding office social events or bulletins posted on bulletin boards that are not related to business issues. Materials that Should Be Destroyed As Soon As Possible, cont.

24. A requirement to preserve all pertinent business information until a potential or pending lawsuit, investigation or audit is resolved. Once the matter is resolved, or the threat passes without issue, the resumption of routine destruction may proceed. What is a Destruction Hold?

25. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

26. Every Clark County employee is responsible for managing the records in their custody according to the guidelines, rules, and procedures established by their department consistent with the Records and Information Management (RIM) policy. Action Items: Review and understand the RIM Policy and related Procedures Attend ongoing RIM training sessions Employee Responsibilities: Policies

27. Know whether each document you create and/or receive in connection with business operations is a Record or Non- Record. Action Items: Review and understand your Department’s Records Retention Schedule Practice classifying the information you work with every day into Record and Non-Record categories Ask your Department Records Liaison if you have questions about records and non-records Employee Responsibilities: Records vs. Non-Records

28. Maintaining the confidentiality of proprietary and sensitive Clark County information. Action Items: Review and understand the confidential records identified in your department’s Retention Schedule Make sure that you do not leave confidential information in view in your workspace when you are not there Ask your Department Records Liaison if you have questions about confidential information Employee Responsibilities: Public vs. Confidential Information

29. Identify any potential historically significant records for permanent retention. Action Items: Review and understand the records in your department’s Retention Schedule that have Permanent retention If you have a question about whether a record could be historical, ask your Department Records Liaison or manager for advice Employee Responsibilities: Protecting Historical Records

30. Destroy or permanently delete all records that have satisfied their retention requirement and are not subject to Destruction Holds. Action Items: Review and understand your Department’s Retention Schedule and the retention periods for each of the records of which you have custody Destroy or permanently delete the records in your custody that have satisfied their retention requirement and are not subject to destruction holds Destroy or permanently delete the records in your custody Ask your Department Records Liaison if you have questions about destroying or deleting records Employee Responsibilities: Records Destruction

31. Comply with the Destruction Hold policy and related procedures. Action Items: Review and understand Clark County’s Destruction Hold policy and related procedures Ask your Department Records Liaison if there are any Destruction Holds currently in place for records in your department, take the necessary actions if you have records related to any active holds Ask your Department Records Liaison if you have questions about Destruction Holds Employee Responsibilities: Destruction Holds

32. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

33. Clark County Administrative Guideline 14 Clark County Records Management Intranet Site: http://www2/department/administrative_services/Admin Guidelines/admin_guideline_home.htm State of Nevada Records Management Web Site: http://nevadaculture.org/nsla/index.php?option=com_co ntent&task=view&id=508&Itemid=80 Department Records Liaisons; Records Manager, Office of the District Attorney, Chief Information Officer Program Resources

34. Training Overview 1.Training Objectives 2.Clark County RIM Program 3.Key Concepts 4.Employee Responsibilities 5.Program Resources 6.FAQs

35. FAQs What should I do if my department’s retention schedule does not have a listing for the record that I am looking for? Ask your Department Records Liaison for help. If necessary, he/she will have the item submitted and it will be added to the Department Retention Schedule

36. FAQs Is e-mail a record or a non-record? E-mail is a method of communicating. Whether it is a record or non-record is based on its content, not its format.

37. FAQs Do I need to go back through all of my electronic records and e-mails and delete the items that have met their retention periods? Yes, there will be an overall County-wide effort to address the application of retention to existing records; your Department Records Liaison will communicate the specifics about this initiative to you.

38. FAQs Can I keep records longer than the retention period in the Department Retention Schedule? No, once a record has met the retention period, unless it is subject to a Destruction Hold or if management determines that there is an overriding business need to retain it longer, ALL copies should be disposed of according to the record retention schedule.