Once Upon a Time There Was a Mountain of Paper
Faculty Advisor Name
Diane Wilcox
Description
Abstract
James Madison University and the Office of Human Resources recently faced a significant challenge in the arena of records management. As the department migrated to an electronic records management system a unique yet complicated situation arose from simultaneously storing unorganized boxes of duplicate paper records. This topic which was presented at the CUPA-HR (College and University Professional Association for Human Resources) Southern Regional Conference last April and again this year at the SHRM (Society for Human Resource Management) National Conference will focus on the importance of a strategic and analytical approach to electronic records management, paper removal, sensitive data and electronic shredding. This is a timely example of how a Human Resources department with good intentions failed to strategically map out the migration process and possibly by sharing our experience at JMU, other Human Resources departments will critically think about how they are currently storing their records, their record management processes and moving forward how they will adapt to and incorporate technology and a movement towards a paperless society. Within the scope of this presentation I will examine critical issues including records retention, retention schedules and sensitive documents and data. Objectives include: examining how JMU tackled the problem of duplicate records (electronic and paper), the importance of a strategic and analytical approach, a systematic approach to paper removal (identification, destruction, compliance and work flows), and strategies for dealing with FMLA, WC, STD, LTD, ADA, HIPPA and OSHA documents.
Prior to this project beginning a considerable amount of research was conducted examining the Library of Virginia and its recommendations in digital imaging, electronic records guidelines and the legal ramifications and implications but also best practices throughout the country. Further research was conducted looking critically at the University of Virginia and South Carolina University and their approach to documents with highly sensitive data from a storage standpoint. An action plan in the form of an Executive Summary for the University Vice President was drafted focusing on a single proposed solution containing three objectives. The solution proposed focusing on a single strategic goal. The office of Human Resources will identify, remove and destroy all paper documents and files that have been scanned into its electronic records management system. The objectives which will follow provide more details involving the scope of the project and a systematic approach to identification and destruction along with a plausible work flow.
Objective 1: Identify systematically which documents that are currently housed in the 204 boxes located in both filing rooms have been scanned into NOLIJ and which documents have not.
Objective 2: Complete the migration of all records identified as having not been scanned into the electronic records management system.
Objective 3: Establish the identification of boxes after a complete review of the contents that would be eligible for destruction based on retention schedules set forth by the Library of Virginia.
Keywords: records management; electronic records management; paper removal; sensitive data; electronic shredding; strategic and analytical approach; digital imaging; identification; destruction; compliance; work flow.
New Power Point Slides
Executive Summary.docx (57 kB)
Once Upon a Time There Was a Mountain of Paper
Abstract
James Madison University and the Office of Human Resources recently faced a significant challenge in the arena of records management. As the department migrated to an electronic records management system a unique yet complicated situation arose from simultaneously storing unorganized boxes of duplicate paper records. This topic which was presented at the CUPA-HR (College and University Professional Association for Human Resources) Southern Regional Conference last April and again this year at the SHRM (Society for Human Resource Management) National Conference will focus on the importance of a strategic and analytical approach to electronic records management, paper removal, sensitive data and electronic shredding. This is a timely example of how a Human Resources department with good intentions failed to strategically map out the migration process and possibly by sharing our experience at JMU, other Human Resources departments will critically think about how they are currently storing their records, their record management processes and moving forward how they will adapt to and incorporate technology and a movement towards a paperless society. Within the scope of this presentation I will examine critical issues including records retention, retention schedules and sensitive documents and data. Objectives include: examining how JMU tackled the problem of duplicate records (electronic and paper), the importance of a strategic and analytical approach, a systematic approach to paper removal (identification, destruction, compliance and work flows), and strategies for dealing with FMLA, WC, STD, LTD, ADA, HIPPA and OSHA documents.
Prior to this project beginning a considerable amount of research was conducted examining the Library of Virginia and its recommendations in digital imaging, electronic records guidelines and the legal ramifications and implications but also best practices throughout the country. Further research was conducted looking critically at the University of Virginia and South Carolina University and their approach to documents with highly sensitive data from a storage standpoint. An action plan in the form of an Executive Summary for the University Vice President was drafted focusing on a single proposed solution containing three objectives. The solution proposed focusing on a single strategic goal. The office of Human Resources will identify, remove and destroy all paper documents and files that have been scanned into its electronic records management system. The objectives which will follow provide more details involving the scope of the project and a systematic approach to identification and destruction along with a plausible work flow.
Objective 1: Identify systematically which documents that are currently housed in the 204 boxes located in both filing rooms have been scanned into NOLIJ and which documents have not.
Objective 2: Complete the migration of all records identified as having not been scanned into the electronic records management system.
Objective 3: Establish the identification of boxes after a complete review of the contents that would be eligible for destruction based on retention schedules set forth by the Library of Virginia.
Keywords: records management; electronic records management; paper removal; sensitive data; electronic shredding; strategic and analytical approach; digital imaging; identification; destruction; compliance; work flow.
