Records Management
The point in time that a record can be disposed of. Sometimes this is calculated in calendar or fiscal years or a special triggering event.
What is the expiration or disposition date
Occurs every July 1 for most Minnesota government agencies
Fiscal Year
A place you store officials record. Some people affectionately call it The Wilde West
The "I" or Shared Drive
What is the name of the form for documenting disposal/destruction of DNR records?
Destruction Form
Why is Records Management Important?
Answer may include: Records Management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation.
A document that lists the names of organizational records along with the time that record shall be retained/maintained
What is a Retention Schedule
The name of the health pandemic occurring in 2020
COVID-19
It is a rotating file storage system found in some DNR divisions, e.g. LAM?
Lektriever
The place records containing private or sensitive information that are authorized for destruction go to be obliterated?
Shredder
Name some examples of Official Records:
Answers may include: original copies of purchase orders, project files, policies.......
What is the process of total obliterating information on records to make the information unreadable and unusable?
Destruction
A set of non-pharmaceutical interventions or measures taken to prevent the spread of a contagious disease by maintaining a physical distance between people and reducing the number of times people come into close contact with each other
Social Distancing
It is a flat piece of film containing images of records?
Microfiche
A place DNR material that may have permanent historical/archival value is transferred to when you can no longer keep it at the DNR?
Minnesota Historical Society/State Archives
What if you can't find a particular record in the retention schedule?
You can:
* Review the record series to see if it fits in the series
* Contact your supervisor, records coordinator or records management officer
The term used when disposal action is taken regarding records no longer needed for business, legal, or historical use.
What is Disposition
What is the working style DNR and other employees are using during the COVID-19 pandemic that allows professionals to do their work outside of our traditional office environment
Remote work
What is the EDMS or record management system being implemented at the DNR?
Alfresco
Another name for transitory documents that may contain information related to DNR’s official business but are not the official version and only of short-term interest with no documentary or evidentiary value called?
Convenience Copy
Why do we need to fill out a destruction record for records that are at the end of their life cycle?
They prove you are doing what you say you are doing.
They provide legal proof.
What is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of information about business activities and transactions in the form of records?
Records Management
Traditionally celebrated nation-wide and at the DNR every April
Records Management Month
A place at Central Office where DNR collections of information resources concerning natural science, human resources, information technology and natural resource management reside?
DNR Library
The name of the document that you use or refer to when you don't know how long to keep an official record.
Retention Schedule
Where are permanent records kept?
It depends, they can be stored digitally at the DNR, they can be stored off-site, they can be stored on-site, they can be transferred to the DNR Library, the State Archives/Minnesota Historical Society, etc.