- Shifting to a Remote Workplace: Records Management Best Practices and Lessons Learned While Working From Home (2022)
- Email Management Series: Online Training Module (2022)
- Part One: Email As A Record- https://www.screencast.com/t/yVTloreDNJh9
- Part Two: Email Clean-up Strategies-https://www.screencast.com/t/XVhcak84
- Part Three: Email Filing and Organization- https://www.screencast.com/t/FnwCFUlvkDk7
- Part Four: Microsoft 365 Outlook Email Management- https://www.screencast.com/t/3MtU9YtRVmk
- Social Media: The Records Management Challenge Online Training Module (2020)
- Your Seat at the Purchasing Table: A Records Management Point of View (2015)
- Social Media: The Records Management Challenge (2013)
- Social Media: The Records Management Challenge (2012)
- OhioERC Guidelines: Best Practices for Email Management and Digital Imaging (2010)
2022 Fall Webinar: Shifting to a Remote Workplace: Records Management Best Practices and Lessons Learned While Working from Home
Records management and educating your offices about record retention requirements is more important than ever when considering the management of organizational records in a remote work setting. Learn about records management program implications and lessons learned while working from home for some ideas to carry forward to better support a remote work environment for public agencies. Topics include perspectives from several public work environments and includes discussion on the management of records on online conferencing platforms that need to be managed. https://youtu.be/sUhAnmDw01w
OhioERC Sponsored Presentation for Electronic Records Day
On October 10, 2022, the Ohio Electronic Records Committee partnered with Miami University, the Greene County Records Center and Archives, and Preservica to host a free webinar to commemorate Electronic Records Day.
Here Today, Gone Tomorrow
Government information ecosystems are complex and dynamic while recordkeeping obligations are long-standing and robust. Public sector institutions at all levels increasingly rely on electronically stored information created in dozens of applications and managed in hundreds of file formats to deliver services and provide access to government records. But digital information is more fragile than its analog counterparts and subject to ever changing technology environments. This reality can put the authenticity and usability of long-term (10+ year retention) and permanent electronic records at risk.
This presentation will compare and contrast document management systems and digital preservation systems. The major workflows used to future-proof permanent and long-term electronic records and their essential metadata will be described. A Records and Archives Management case study from Greene County will be shared to bring to light essential differences between document management and preservation systems. https://www.youtube.com/watch?v=pqLY6B67ocQ
Email Management Series: Online Training Module (2022)
Email’s dual purpose of communication and record creation/keeping has created ambiguities on the status of email messages as records. The management of email systems touches on nearly all functions for which a government agency is dependent on record keeping: privacy, administration, vital records management, security, auditing, access, and archives. The need to manage email messages and systems properly, then, is the same as for other records keeping systems — to ensure compliance with Ohio laws concerning the creation and retention of, and access to, public records.
Government agencies that use electronic mail have an obligation to make employees aware that email messages, like paper records, must be retained and destroyed according to established records management procedures. Agencies should set up or modify email systems to facilitate electronic records management. Procedures and system configurations will vary according to the agency’s needs and the hardware and software in place. This email management training series will provide information and best practices on managing email. The training series is divided into four sections: Email As A Record, Email Clean-up Strategies, Email Filing and Organization, and Microsoft 365 Outlook Email Management.
The Email Management Series online training is for use by state and local government officials and employees. The training will take approximately one hour. The content was created by the Ohio Electronic Records Committee through grant funding provided by the Ohio Historical Records Advisory Board and the National Historical Publications and Records Commission.
Note: A Certificate of Completion will not be provided for this training series at the end of Part Four.
Access the training modules for free at the links below:
Part One: Email As A Record- https://www.screencast.com/t/yVTloreDNJh9
Social Media: The Records Management Challenge Online Training Module (2020)
Register for free at http://go.osu.edu/ohioerc-socialmedia to receive an email with a link to the training. Only 2000 unique registrations are available!
Government entities are increasing their use of social media to provide improved services, enable citizen interaction, and increase overall transparency in government. Social media sites, such as Facebook and Twitter, provide governments the ability to explore new ways of working and shifting communication patterns. Because these sites are available to government offices and citizens with internet access, they add valuable audio, video and interactive capabilities without substantial upfront costs.
However, just because cost is not a major consideration to a government entering into the world of Social Media, does not mean that there aren’t other important considerations that need to be taken into account prior to establishing a social media presence.
This course will provide an overview of social platforms and how government entities use those platforms; the records management aspect of social media; unique challenges associated with capturing and disposing of social media content; how to manage and respond to citizen interactions with government social media; and the balancing act of being both of public employee and private citizen on social media. At the conclusion of the training, we’ll test your knowledge of what you’ve learned.
Social Media: The Records Management Challenge online training is for use by state and local government officials and employees. The training will take approximately 30 to 45 minutes. The content was created by the Ohio Electronic Records Committee through grant funding provided by the Ohio Historical Records Advisory Board and the National Historical Publications and Records Commission.
Note: Each unique registrant will be able to print a certificate of completion from BuckeyeLearn
Your Seat at the Purchasing Table: A Records Management Point of View (2015)
Are you considering purchasing a records management system? Do you have questions about the procurement process from a records management perspective? Members of the Ohio Electronic Records Committee (OhioERC.org) presented answers to and led discussion regarding these question on Wednesday October 28, 2015. The workshop was offered twice (morning and afternoon) at the State Library of Ohio. The workshop was made possible with grant funding from by the National Historical Publications & Records Commission (NHPRC) via the Ohio Historical Records Advisory Board (OHRAB). With John Runion (Stark County) acting as a master of ceremonies, Dan Noonan (The Ohio State University) presented “Your Seat at the Purchasing Table: A Records Management Point of View,” while Pari Swift and Nathan Owens (Ohio Attorney General’s Office) presented a case study, “It Takes a Village: A State Agency’s Implementation of an Electronic Document Management System“
Social Media: The Records Management Challenge (2013)
The Miami Valley Communications Council, Municipal Training Academy hosted morning and afternoon sessions of the OhioERC’s Social Media: The Records Management Challenge seminar on January 22, 2013. MVCC filmed our presentations and breakout sessions, then spliced in the PowerPoint slides and edited the finished video to make available online. The OhioERC is extremely grateful to the MVCC for all of their efforts in producing this video. The seminar can be viewed at:
- Download⇒ Social Media: The Records Management Challenge (2012 – PDF)
- Download⇒ MVCC Social Media: The Records Management Challenge Handout (2013 – PDF)
- View⇒ MVCC Social Media: The Records Management Challenge (2013)
Social Media: The Records Management Challenge (2012)
Below are scenes from our Social Media: The Records Management Challenge Workshops hosted at the Ohio Historical Society on Wednesday, October 24, 2012. Over 130 attendees participated representing various public sector agencies from local and state government, as well as from K-12 and higher educational institutions. These workshops were sponsored by the Ohio Historical Records Advisory Board (OHRAB), the National Historical Publications and Records Commission, and ARMA International Greater Columbus Chapter.
- Download: 2012 Workshop Agenda, Presentation, Challenge Scenarios and other support materials (2012 – PDF)
OhioERC Guidelines: Best Practices for Email Management and Digital Imaging (2010)
The Ohio Electronic Records Committee (OhioERC), in cooperation with the Ohio Historical Records Advisory Board (OHRAB), and with funding by the National Historical Publications and Records Commission (NHPRC) offered a series of seminars based on the OhioERC’s Guidelines for Managing Electronic Mail and Digital Document Imaging Guidelines. Each 3-hour seminar covered both topics, along with contextualizing them in a records management program, and concluded with a panel discussion consisting of state and local government experts who have implemented email management and imaging systems within their offices. The seminars, hosted in Columbus, Dayton, and Elyria, were attend by more than 300 representatives of state, county, and municipal government and private sector organizations.
The OhioERC received additional support from the local chapters (Columbus Dayton, Cincinnati, and Northeast Ohio) of ARMA International, the records and information management professional association.
Knowledge Stream, a self-enhancing learning community from WGTE Public Media, recorded our afternoon session in Columbus, and has made it available streaming on the Web. WGTE Filmed our presenters and spliced the Powerpoint® presentations into the video. The seminar can be viewed at:
|@ WGTE Knowledgestream||PDF version of Presentation|
|Email Management Guidelines||Email Management Guidelines|
|Document Imaging Guidelines||Document Imaging Guidelines|