Fall Online Training Coming!

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Mark Your Calendars! The Ohio Electronic Records Committee is tentatively planning an online training for November 4th, 2022 concerning records management best practices in the remote work environment. Records management and educating your offices about record retention requirements is more important than ever when considering the potential of records being handled outside of your office setting as well as how new technology, like Microsoft Teams and Zoom, may introduce new record retention complexities.

Additionally, the OhioERC would like to hear from you regarding what future trainings you would like to see offered from our group. Please fill out the following poll for us to collect your feedback:

For OERC's next training module, what topic would be of greatest interest to you?
34 votes · 34 answers
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As always too, please go to our Trainings/Events page to see our interactive training modules and past presentations.

Interested in Joining the Ohio ERC?

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Call for Volunteers

The Ohio Electronic Records Committee (OhioERC) is a committee of volunteers from Ohio public government entities working to develop guidelines/best practices for electronic records management in Ohio. Therefore, the committee wants to reach out to our subscribers to see if any of you are interested in joining our committee to help develop meaningful resources through our subcommittee work. You don’t have to be a records manager or archivist either; we would love members to be from management, IT, and legal areas as well.

The only requirement for membership is that you are a current employee with an Ohio public government agency/organization/institution. If you have any interest, please review our membership process here and fill out a membership application. Submit this application along with a brief letter of support from a supervisor within your agency/organization describing how the work products of the OhioERC are important to your agency/organization, how the agency could benefit from having a representative of the OhioERC, and how the Committee would benefit from your participation to [email protected].

We look forward to anyone willing to join our coalition of experts!

Spring cleaning your electronic records

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As you begin to tackle your spring cleaning projects, consider adding your public email accounts to your list. Not only can maintaining a clean email account lead to greater efficiencies for you and your employer, it can also help to limit maintenance and storage costs, reduce public record response time, and decrease your public entity’s potential liability.

As a reminder, the Ohio Electronic Records Committee has created a new virtual interactive training series that is designed to provide information and best practices. As you’re cleaning up your email accounts this spring, we encourage you to review the following:

  • Examples of non-records and transient records that may be deleted immediately – Part One at 3:27 and Part Two at 11:34.
  • Questions you can use to determine whether a specific email should be retained – Part One at 5:17.
  • Tips for managing email threads and attachments – Part One at 7:52
  • Suggestions for sorting and organizing your email inbox – Part Two at 12:54 and Part Four at 0:25.
  • Best practices for setting up an efficient and effective email filing system – Part Three at 7:22.
  • Suggestions for creating automatic retention rules for emails in Microsoft Outlook – Part Four at 6:20.

It’s important to give your electronic records attention throughout the year, but sometimes we all need an extra boost to get us motivated. Spring is an excellent time to review your approach to recordkeeping and establish some new best practices to keep you on track throughout the year. We encourage you to watch the entire training series for more information. The series takes approximately one hour to complete and a Certificate of Completion is provided at the end of Part Four.