Welcome Records Management Network July 2018 Records Management

Welcome Records Management Network! July 2018 Records Management Network Meeting 9/25/2020

Agenda § Record Center Move – Scott Landwehr § Automatic Vehicle Location Policy – Cynthia Hernandez § Policy for Onboarding and Departing Employees – Rochelle James & Ryan Wadleigh § KC ERMS Migration to Content Manager Project Update – Eric Melchior & Ryan Wadleigh July 2018 Records Management Network Meeting 9/25/2020

The Record Center is Moving § What’s happening? The Records Center is moving. § Why? The property has been sold by King County to the Seattle Housing Authority for redevelopment to provide additional low income housing as part of the Yesler Terrace Redevelopment Project. § Where to? 7272 West Marginal Way in the South Park Neighborhood. § When? The move is scheduled to start on September 4 th and run 7 weeks with completion scheduled for October 19 th. § Will service be impacted? Yes! During the move the Records Center will not process new box storage request or records dispositions. In addition, we’re asking that only “business critical” records request be submitted for the deration of the move. The Records Center staff will try to process all records request received within our normal timeline, but do envision delays due to the logistics of the move. July 2018 Records Management Network Meeting 9/25/2020

Automatic Vehicle Location Policy § What is the AVL system? § Why is the county using it? § What is the policy’s purpose? § What are the impacts to Public Records management practices? § Departments are responsible for pulling data from the system in response to public records requests. § Home addresses are exempt, and would include a 1 -2 mile radius around the employee’s home. § What’s next? Review and input by August 10. Then to EPRG. July 2018 Records Management Network Meeting 9/25/2020

Records Management Policies for Onboarding and Exiting Employees § Onboarding employee policy § NEO § KCIT New Employee Form § Exiting and Transferring Employee Policy § HRD collaboration § KCIT collaboration § Tour Records Management Website resources July 2018 Records Management Network Meeting 9/25/2020

Exiting Employee Policy § In the spring of 2017, King County issued an exiting employee policy § Establishing clear roles and responsibilities for departing staff and their supervisors. § It is important for employees to manage their records prior to leaving. § We are legally required to manage and retain these records. § Many of the records are for active projects and need to be organized and accessible for the departing employee’s successor. July 2018 Records Management Network Meeting 9/25/2020

Remaining Concerns § Retiring employees often want to keep the news a secret, so records management staff are unable to support them in preparing their records for departure. § Many retirees target the same time of year (summer) to retire, creating a concentration of work for records professionals who support the departing staff in managing their records. § When retirees leave without much notice, and records management staff is brought in to help, we have little time to assist them. § Some employees provide advanced notice, but utilize vacation before leaving. If they have not managed their records well, this too can lead to a short time frame to manage records prior to departure. July 2018 Records Management Network Meeting 9/25/2020

Strategies to Address Challenges HR Partnership § Integrate the records management component of readiness for departure into the Employee Exit Guide § Integrate records management responsibilities and support into web and other resources for exiting employees, including the Exit class. § HR Notifies RM network and support staff as they become aware of upcoming retirements. July 2018 Records Management Network Meeting RM Group Efforts § § King County Records Management will develop specific guidance and training for support staff to be more effective in assisting retiring employees with their records. We will also be taking a more proactive approach through our avenues of communication by including articles in our newsletter and featuring on our site. RM Network Support § Continue to encourage colleagues to manage their records using best practices. § Familiarize yourself with exiting and onboarding policies and resources & provide them to staff and supervisors as needed. § Notify RM group when you become aware of retirements in your agency. 9/25/2020

Content Manager Project and Training Update July 2018 Records Management Network Meeting 9/25/2020

System Migration Project Overview § The project is to replace KC ERMS with Content Manager (CM) § The Autonomy (KC ERMS) software is losing vendor support § CM was chosen as a long term solution to replace KC ERMS § The new system is a vast improvement § Searching § Electronic record disposition § Subfolder creation July 2018 Records Management Network Meeting 9/25/2020

System Migration Updates § Currently testing the transfer of data from one system to another (Migration 3) § Configuring an earlier snapshot of KC ERMS data to the new settings in CM § Designing e. Learning training modules § Developing new business processes for: § Disposition of electronic records § Legal hold process July 2018 Records Management Network Meeting 9/25/2020

Project Timeline 2019 September October Migration 3 § Data moved from KC ERMS to CM § Data configured to new CM format § System security and functionality tested § Training being developed July 2018 Records Management Network Meeting November December Migration 4 § KC ERMS will be read only § Data moved from KC ERMS to CM § Data configured to new CM format § System security and functionality tested § Training being finalized January February March System Available § System becomes available for KC ERMS users § Employees take e. Learning courses § RM staff available for consultation 9/25/2020

Training Approach § e. Learning focus: online courses, printable job aids, Skype walk through demos § Early access for leads: employees who work with the Records Center, serve as point of contact for Records Management, answer records management questions for peers § Records analyst support: dedicated expert help throughout the system implementation July 2018 Records Management Network Meeting 9/25/2020

Training Timeline 2019 January February Leads Trained § e. Learning course posted § Job aids posted to website § Leads are given access to training environment § RM staff available for consultation July 2018 Records Management Network Meeting March CM Available § System becomes available for current KC ERMS users § Leads given access to live environment § Employees take e. Learning courses § Employees are given access to CM after completing e. Learning § RM staff available for consultation April May June July Access for New Groups § System becomes available for new users § Employees take e. Learning courses § RM staff available for consultation 9/25/2020

Thank You! Have a GREAT Summer See you again in September JULY 2018 RECORDS MANAGEMENT NETWORK MEETING 9/25/2020