Training

OhioERC Free November Webinar

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The OhioERC is proud to offer a free webinar presentation Shifting to a Remote Workplace: Records Management Best Practices and Lessons Learned While Working from Home on Friday, November 4th. 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.

There will be a morning and afternoon session; both having the same content. To register, please use the following links:

10:00-11:30 AM EST: https://ohiohistory.zoom.us/webinar/register/WN_7DCKRvz6RMut-nMv-dP4Fw

1:30-3:00 PM EST: https://ohiohistory.zoom.us/webinar/register/WN_zfy3TrBJSo6-d8fiWdDZDg

If you have any questions, please feel free to email us at [email protected].

OhioERC-Sponsored Presentation for Electronic Records Day

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The Ohio Electronic Records Committee is partnering with Miami University, Greene County (OH) and Preservica to host a free Electronic Records Day webinar. Please share this with your organizations and others involved in records practices as well as administration, IT.

The event is Monday, October 10th from 12:00-1:00 EST and features Lori Ashley (Preservica) and Robin Heise (Greene County). Click here to register

“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 sponsored by the Ohio Electronic Records Committee 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. We hope to see you join us!

REGISTER HERE for “HERE TODAY, GONE TOMORROW”

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.