Reasons Why Good Records Management Is Facilitates effective performance and delivery of services throughout an agency Allows quicker retrieval of documents and information from files Improves office efficiency and productivity Provides better documentation Frees up office space Protects the rights of the agency, its employees, and its customers Protects records from inappropriate and unauthorized access Meets statutory and regulatory requirements Provides protection and support in litigation Better information, at the right time, makes sense for staff, the organization and the public! 10 Maine State Government Needs ALL Staff To Be a Part of Records Management All employees need to learn more about Records Management and how to do their part. Maine State Agencies produce records every day. They are the vital component to the functionality of the agency for administrative, fiscal, legal and historical purposes. Improperly destroying records is not the answer to Records Management and neither is keeping everything. There are implications for both. Slide 11 Implications of Improper Record Keeping A Presumption that records are correct and complete Wasting resources/money to store unnecessary records An Inability to locate information when needed Destruction of records before they have met fiscal or legal requirements or possible destruction of archival records Having to produce records for a FOAA request that otherwise should have been destroyed Slide 12 Why Should You Care About Records Management? Because whether we want to accept it or not, we are all an integral part of the agency and how it conducts its business. If YOU are mismanaging records, deleting files you shouldn’t, holding on to personal information which otherwise should have been removed, you could be in danger of harming the integrity and reputation of the agency, not to mention any legal ramifications the mismanagement of records can pose. Slide 13 Is Managing Records YOUR Responsibility All state employees are responsible for creating records needed to do the business of their agency, and documenting activities for which they are responsible. As a government employee, you are responsible for managing any and all public records (including email) for which you are the custodian.
Reasons Why Good Records Management Is Facilitates effective performance and delivery of services throughout an agency Allows quicker retrieval of documents and information from files Improves office efficiency and productivity Provides better documentation Frees up office space Protects the rights of the agency, its employees, and its customers Protects records from inappropriate and unauthorized access Meets statutory and regulatory requirements Provides protection and support in litigation Better information, at the right time, makes sense for staff, the organization and the public! 10 Maine State Government Needs ALL Staff To Be a Part of Records Management All employees need to learn more about Records Management and how to do their part. Maine State Agencies produce records every day. They are the vital component to the functionality of the agency for administrative, fiscal, legal and historical purposes. Improperly destroying records is not the answer to Records Management and neither is keeping everything. There are implications for both. Slide 11 Implications of Improper Record Keeping A Presumption that records are correct and complete Wasting resources/money to store unnecessary records An Inability to locate information when needed Destruction of records before they have met fiscal or legal requirements or possible destruction of archival records Having to produce records for a FOAA request that otherwise should have been destroyed Slide 12 Why Should You Care About Records Management? Because whether we want to accept it or not, we are all an integral part of the agency and how it conducts its business. If YOU are mismanaging records, deleting files you shouldn’t, holding on to personal information which otherwise should have been removed, you could be in danger of harming the integrity and reputation of the agency, not to mention any legal ramifications the mismanagement of records can pose. Slide 13 Is Managing Records YOUR Responsibility All state employees are responsible for creating records needed to do the business of their agency, and documenting activities for which they are responsible. As a government employee, you are responsible for managing any and all public records (including email) for which you are the custodian.