RECORDS AMBASSADORS VAGARA RIM Workshop April, 12 th 2018 WELCOME - - PowerPoint PPT Presentation
Simple Ways to Turn Your Records Liaisons Into RECORDS AMBASSADORS VAGARA RIM Workshop April, 12 th 2018 WELCOME Holly Dolan Denton County, Texas Department of Technology Services Records Management Records Preservation
Simple Ways to Turn Your Records Liaisons Into
VAGARA RIM Workshop
April, 12th 2018
▪ Holly Dolan ▪ Denton County, Texas ▪ Department of Technology Services – Records Management ▪ Records Preservation Manager
Population >750k Approximately 1700 employees 59 Offices/Departments 68 Records Liaison Officers
Virginia Public Records Act Texas Local Government Records Act
Library of Virginia Records Officer / Liaison Texas State Library and Archives Commission Records Management Officer (RMO) Liaison Liaison Liaison
OVERVIEW
▪ Why ambassadors? ▪ Identifying Challenges ▪ Setting Expectations ▪ Creating a Connection ▪ Designing Training ▪ Outreach! ▪ Being Realistic
Vision Statement: The position
valued records management resource for Denton County and will aid in the construction
enthusiastic, and proactive Records Liaison Officer team.
Liaison
Ambassador
Internal ▪ Unclear expectations ▪ No regular training ▪ Sporadic communication ▪ Complex policies ▪ No standard message ▪ Little time to dedicate to
External ▪ Number of liaisons ▪ Number of employees ▪ Decentralized government ▪ Diversity of county services and workflows
Before ▪ Many liaisons: ▪ didn’t understand role ▪ didn’t understand why they were being asked to have this responsibility ▪ were not aware of their designation
Solution: Form Redesign
supervisor
Solution: Using Infographics
Tools for infographics: Canva Easelly Piktochart
Before ▪ Many liaisons: ▪ didn’t understand role ▪ didn’t understand why they were being asked to have this responsibility ▪ were not aware of their designation After ▪ Liaisons have a better understanding of their role ▪ Most liaisons understand why they are being asked to take on this responsibility ▪ All liaisons are aware of their designation
Before ▪ Most communication done through the occasional e-mail ▪ A few engaged liaisons voluntarily came to meetings ▪ Less engaged liaisons were never heard from ▪ Poor perception of our services from many departments
Solution: One-on-one Meetings
department
Before ▪ Most communication done through the occasional e-mail ▪ A few engaged liaisons voluntarily came to meetings ▪ Less engaged liaisons were never heard from ▪ Poor perception of our services from many departments After ▪ Liaisons comfortable communicating by e-mail, phone, and stopping by office ▪ Full training classes ▪ Many liaisons are now proactive about asking for help and requesting consultations ▪ Positive perception and better understanding of our services
Before ▪ No regular records management training provided internally ▪ Countywide lack of understanding of core records management concepts ▪ Need for online and in-person training options
Solution: Records Management 101
more complex topics
After this training you should be able to: ▪ Apply the basic principles of records management to your job. ▪ Differentiate records from non-records. ▪ Explain your role in managing Denton County records. ▪ Locate the records retention schedule and categorize your documents into the correct records series. ▪ Design a file structure for your office records. ▪ Employ techniques to manage your e-mail records.
Application form Resume Transcripts Cover letter Letters of reference
Records that serve the same function… …and are all kept for the same length of time. Employment Applications
Solution: Simple Evaluations
Solution: Quick Guides
Solution: Drop-in Option
services
Before ▪ No regular records management training provided internally ▪ Countywide lack of understanding of core records management concepts ▪ Need for online and in-person training options After ▪ Monthly Records Management 101 trainings ▪ Frequent referrals to trainings by liaisons ▪ Better basic knowledge of core concepts ▪ Developing online options
but mobile; in other words they are meeting those in need of outreach services at the locations where those in need are.
awareness of existing services.
Before ▪ Little time to dedicate to
▪ Sporadic ▪ No consistent message ▪ Little original content
Solution: Tagline
Department
Solution: Holiday Messages
Solution: Unique Newsletters
Solution: Welcome Messages
Managing Records”
5 Reasons Why You Should Worry About Document Retention These People Are Retaining Their Data and You Won’t Believe Why! Don’t Delete Another E-mail Until You’ve Read This!
SIDEBAR: “Am I writing clickbait?”
Solution: Professional but Eye Catching Titles
NOT:
Solution: Swag
Before ▪ Little time to dedicate to
▪ Sporadic ▪ No consistent message ▪ Little original content After ▪ Outreach is prioritized ▪ Consistent visibility – constant service ▪ Clear message ▪ Original content helps users relate
▪ What has worked for you? ▪ What would you have done differently? ▪ How does your organizational structure affect your outreach efforts?
▪ Holly Dolan ▪ (940)349-2373 ▪ Holly.Dolan@dentoncounty.com