NJ Record Retention & Disposal

Transcription

1 NJ Record Retention & Disposal No matter what business you are in, there is change, and it's happening quickly Arthur Staerk Director, AccuScan

2 5 Parts of This Power Point 1. Present Situation The Mess 2. Retention Schedules Help 3. Scanning of Long Retention Records 4. NJ DORES Registration 5. Artemis Disposal

3 Part 1 The Mess, The Clutter, The Nightmare!

4 Present Situation Most school districts have a serious record storage & retrieval problem. Overstuffed file cabinets, file boxes crowd offices & hallways reducing needed space Records are lost or damaged by water, mold or pests Record retrieval-difficult & time consuming

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20 Present Situation Microfilmed records, no reader/printer Records scanned by non-inspected companies into formats no longer viewable. Legacy computer systems with vital data that are no longer accessible. Payroll files are great example.

21

22 Part 2 How to Fix the Mess A. Use the Retention Schedules B. File Artemis Requests

23 Use the NJ DORES Retention Schedules Administration Cafeteria Curriculum & Instruction Facilities Financial Student

24

25 2 Broad Categories of Records Short Retention- Records With Less Than 6-10 Years. Long Retention or Permanent - Records That Must Be Kept 60 Years or More

26 Short Retention Periods Records Purchase orders- 7 Years Invoices 7 Years Bank statements- 7 Years Check registers Student registers

27 Sort According to Retention Period File an Artemis request then-destroy the Expired Records Label the short, destroy at expiration Scan the long term/permanent then file an Artemis request and destroy

28 Part 3 - Scanning of Long Term or Frequent Retrieval Records

29 Records With High Retrieval Rates & Long Retention Periods Student records 100 years Personnel records - 80 years Payroll Records - 60 years Special education Portions 100 years Construction records & blueprints-life of structure

30 Advantages of Scanning Eliminates Loss of Records Instant Access, No More Searching Preserves Information Indefinitely Protects Records From Disaster/Loss Eliminate Distribution Costs Expedites OPRA requests

31 NJ DORES Requirements for Scanning Non proprietary formats-pdf-a or Tiff Indexes for scanned records must be migratable Can use NJ DORES Inspected Vendor or entity must comply with requirements regarding operator training, software, DPI, quality control, etc.

32 Part 4 - NJ DORES Registration Migration Path- The Game Changer

33 NJ DARM Had 2 Types of Certification N.M.- No Microfilm- Scanned records needed to be kept M.F. MicroFilm- Scanned & electronic records could be destroyed only after additional cost of microfilming

34 NJ DORES Has 2 types of Registration M.F.- Micro Film -Records can be destroyed after microfilming. M.P. - Migration Path- Records can be destroyed after a migration path plan has been accepted by NJ DORES.

35 June 30, 2015 Major Change in Admin Code Subchapter 15:3-4.3: This is a key change. It updates the requirements for storage and preservation of records in electronic formats, including long term and permanent records. Agencies are now no longer required to use hard copy media, including microfilm, to preserve long term and permanent records. Electronic systems that have viable migration paths can be used for such records. Microfilm is NO LONGER REQUIRED!!!

36 Migration Path? Method of moving both scanned and existing electronic files from one operating system to any other operating or cloud based document management system. Requires non-proprietary file formats (tiff, PDF-A) & non-proprietary indexes.

37 Why Get NJ DORES Registered? Only Way Paper or Electronic Records With Remaining Retention Are Permitted to be Destroyed

38 To become NJ DORES Registered, you have 2 options 1. AccuScan will prepare, submit all required paper work and attend any required hearings free of charge for our scanning customers. Contact Art Staerk If doing own paperwork. Contact: NJ DORES, Imaging Certification Unit (609) nj.gov/treasury/revenue/rms/imgregistrationprocess.shtml

39 Requirements for NJ DORES Registration 1. Application (9 Pages) 2. Feasibility Study 3. Data Migration Plan 4. Disaster Preparedness 5. Record Series List 6. Scanning Policies and Procedures/Site Inspection (2-3 pages)

40

41 Registration Sequence 1. Fill Out On Line Application 2. Submit to NJ DORES 3. Place Public Notice in Newspaper after Notice From NJ DORES 4. After Registration, Have Records Scanned According to Requirements 5. Complete Artemis Request for Disposal 6. Upon Approval, Shred Records

42 Part 5 Artemis Disposal System

43 Requirements for Disposal All Records (Expired or Still Active) Must Be Submitted for Approval Through Artemis. This Takes 1-2 Days. Compared to 3-5 Months with Prior Paper Submission System

44 Artemis Disposal Requests Expedited method of obtaining permission from NJ DORES to destroy records. These can be records that are dead (past retention) or live (retention remaining). Far superior to past paper based system that took up to 4 months for approval versus 1-2 days with Artemis.

45 Take Aways From Today State Record Retention Requirements Including Recent Changes State Retention Schedules/Web Site NJ DORES Contact Information

46 T

47 Thank you! Any questions contact: Arthur J. Staerk An NJ DORES Inspected Vendor New Jersey State Approved Co-op # 65MCESCCPS RFP# ESCNJ 16/17-48 Bid Term: 7/1/2017-6/30/2020