Deborah Robbins, PayPal, CRM E-Records Conference 2018 Created by - - PowerPoint PPT Presentation

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Deborah Robbins, PayPal, CRM E-Records Conference 2018 Created by - - PowerPoint PPT Presentation

Mar 24, 2024 484 likes •842 views

Deborah Robbins, PayPal, CRM E-Records Conference 2018 Created by Deborah Robbins for TSLAC E-Records Conference 2018 OBJECTIVES Define Data Mapping from a RIM Perspective Components and Planning Creating an Assessment Tool

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Deborah Robbins, PayPal, CRM E-Records Conference 2018

Created by Deborah Robbins for TSLAC E-Records Conference 2018

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OBJECTIVES

  • Define Data Mapping from a RIM Perspective
  • Components and Planning
  • Creating an Assessment Tool
  • Leveraging Results
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Maps of Austin

Creating a Unique Map

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DATA MAPS

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IT VS. RIM PERSPECTIVES

TECHNOLOGY

  • Data Elements
  • Data Lineage
  • Dataflow
  • Schema Matching
  • Data Integration

RECORDS/INFO MANAGEMENT

  • Identify Business Records
  • Repository Identification
  • Retention Requirements
  • Legal Holds/Disposition
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Records Inventory

  • Electronic & Hardcopy
  • Original/Duplicate
  • Retention
  • Privacy Level
  • Info Security Level
  • Vital/BCP/DR

Data Map

  • Electronic ONLY
  • Processes/Business

Functions

  • System Specs
  • Data History

DEVELOPING A HYBRID TOOL

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Knowing Your Information Landscape

DATA

INFORMATION

RECORDS

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Knowing Your Records Landscape

RECORDS SECURE PII/HIPPA

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Knowing Your TSLAC Landscape

RECORDS

HISTORICAL

VITAL

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COMPONENTS AND PLANNING

▪ Determine scope (targeted or comprehensive) and approach ▪ Identify methodology and tools ▪ Identify strategic partners ▪ Gather information ▪ Analyze and validate results ▪ Address remediation

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  • 1. Clean House
  • 2. Take Out Trash
  • 3. Organize closet
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Who are we?

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▪ Determine scope (targeted or comprehensive) and approach ▪ Identify methodology and tools ▪ Identify strategic partners ▪ Gather information ▪ Analyze and validate results ▪ Address remediation

COMPONENTS AND PLANNING

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▪ Determine scope (targeted or comprehensive) and approach ▪ Identify methodology and tools ▪ Identify strategic partners

▪ Gather information ▪ Analyze and validate results ▪ Address remediation

COMPONENTS AND PLANNING

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The Treasure You Seek

Record Types (Classes) Format Location

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Department/ Function/Business Process

ss Record Types (Classes)

Format

Location

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Administration

Finance/ Accounting Personnel Support Services Information Technology

Department/ Function

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Administration

Finance/ Accounting Personnel Support Services Information Technology

Department/ Function

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TSLAC Records Inventory and Analysis Form

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ADMINISTRATIVE

Organizational Information Communications Meeting Minutes Charter Publications Policy/Procedures

FINANCIAL

Audit Bonds Assets Accounts Payable/Receivable Reports Budgets

PERSONNEL & PAYROLL

Applications/Hiring Personnel File Training Pensions Affirmative Action Disciplinary Actions

Record Types (Classes)

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Format

Paper Records Digital – Excel/Word/PP Digital – PDF Digital – Forms/Web- Based Digital – CDs/Thumb Drive Back Tapes

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Location

Shared Drives/File Shares Email System Onsite Filing Offsite Storage Cloud Sotrage EDMS Workday SAP Oracle Adobe Marketing System Confluence Box Skype Slack Google Drive

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Department/ Function/ Business Process

Administration Finance/Accounting Personnel Support Services

Organizational Information Communications Meeting Minutes Charter Publications Policy/Procedures Audit Bonds Assets Accounts Payable/Receivable Reports Budgets Applications/Hiring Personnel File Training Pensions Affirmative Action Disciplinary Actions Public Information Act Requests Correspondence/ Communications Visitor/Usage Logs Bids

Record Types (Classes) Format Location

Paper Records Digital – Excel/Word/PP Digital – PDF Digital – Forms/Web- Based Digital – CDs/Thumb Drive Back Tapes

Shared Drives/File Shares Email System Onsite Filing Offsite Storage Cloud Sotrage EDMS Workday SAP Oracle Adobe Marketing System Confluence Box Skype Slack Google Drive

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HAVE YOU SEEN MY SHOVEL?

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INFORMATION INVENTORY Local Government Retention Schedules | TSLAC Texas State Records Retention Schedule (4th Edition) - Texas State Library | TSLAC Department/ Function Record Class Format Location Administrative Records Records of Governing Bodies Digital SharePoint Records of Governing Bodies Paper Offsite Storage General Records Financial Records Fiscal Administration and Reporting Records Accounting Records Personnel and Payroll Records Personnel Records Payroll Records

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INFORMATION INVENTORY Local Government Retention Schedules | TSLAC Texas State Records Retention Schedule (4th Edition) - Texas State Library | TSLAC Department/ Function Record Class Format Location Administrative Records Records of Governing Bodies Digital SharePoint Agendas Minutes Open Meeting Notices Records of Governing Bodies Paper Offsite Storage Agendas Minutes Open Meeting Notices General Records Financial Records Fiscal Administration and Reporting Records

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INFORMATION INVENTORY Department/ Function Record Class Format Location Security PII/PHI RRS Administrative Records Records of Governing Bodies Digital SharePoint Agendas Minutes Open Meeting Notices Records of Governing Bodies Paper Offsite Storage Agendas Minutes

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Who are we?

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WAYS TO REDUCE CLUTTER

“Work Smarter – Not Harder” How do you eat the elephant? – One bite at a time! Many hands make the work light

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This Photo by Unknown Author is licensed under CC BY-SA

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QUESTIONS/SOLUTIONS