It’s the season of renewal, so get ready to refresh and organize your information with Zasio’s Consulting Team’s next Virtual Coffee series, “Spring Cleaning.” During this series, our panelists will discuss ways to manage email, ROT (redundant, obsolete, trivial information), and other common RIM house cleaning issues.
In this first session, we’re welcoming back a previous guest panelist, Blake Richardson, CRM, to discuss email management from a RIM/IG perspective. We’ll address best practices and procedures for implementing policy, employee training, and moving email that constitutes a record to the appropriate application for retrieval and retention purposes.
Date: February 10, 2021
Time: 9:00 a.m. Mountain Time
We want you to help drive the conversation so please email any questions or topics that you would like our panelists to discuss to firstname.lastname@example.org. Questions submitted in advance will get priority in the live discussion!
Theme: CRM Certification
Guest Panelist: Blake Richardson, CRM
- How does the CRM certification compare to other certifications?
- What techniques work best for studying for the exams?
- What are some good resources to help prepare for the exams?
- What was the greatest challenge during the CRM certification process?
- How will the online testing process work?
- Are there practice exams available?
- How long does each test take?
- What are some challenges in building a career as a RIM professional?
- Is there a recommended order for taking the exams?
- When is the best time to pursue a certification?
Theme: COVID19 and How it relates to Information Governance
- Is your organization collecting records of employee COVID testing as part of a return to workplace initiative?
- If COVID testing records are being collected, at what frequency are records collected?
- Is your organization collecting employee COVID testing data, how are you categorizing it in your RRS?
- Is your organization collecting employee contact tracing records?
- Is your organization collecting records of temperature checks from employees/contractors/visitors as a prerequisite for entry into the workplace?
- If you are collecting employee COVID temperature test data, how are you categorizing it in your RRS?
- Do you think organizations should log confirmed COVID cases related to the workplace as reportable under OSHA?
- Do you think workplace exposure and medical records related to COVID should be kept consistent with an organization’s exposure record series?
- With more people working remotely, are you noticing a decrease in paper records and that more documents are being “born” electronically now?
Theme: Structure data retention periods and COVID records retention
- Structure data retention periods
- Does your organization struggle with determining appropriate retention and disposition for structured data?
- Does your organization keep a separate retention schedule for structured data?
- For those organizations with their management of structured data, how do you determine the appropriate retention periods for that data?
- Should the appropriate retention period for structured data correlate to the retention period of the output records?
- How do you approach retention periods for applications that have various data fields? For example, one data section has employment information, another data section has company financial record information, etc.
- COVID records retention
- Is your organization currently generating/collecting/retaining employee health-screening COVID related records?
- For organizations collecting various employee health information, how is this information being categorized?
- Has your organization determined an appropriate retention period for these records?
- If yes, what has been determined the appropriate retention period?
- Do you consider employee health-screening COVID related records to contain PHI (Protected Health Information)?
Theme: RIM Policies and Records Retention Schedules
- We are a local government agency preparing to update our records management policy and retention schedule. I am hoping to gather information to aid in the development of a records program that meets today’s environment. I would like to know about:
- Best practices/standards for records management policy
- Best practices/standards for retention schedule
- What is considered permanent record (agenda, minutes, financial statements, etc.)
- Paper versus electronic records
Theme: RIM Fundamentals and RIM/IG + COVID-19
- How many call participants still grapple with RIM fundamentals, including but not limited to the following:
- Obtaining senior-level support
- Records retention schedules
- Physical records issues – such as onsite/offsite records storage with one vendor
- Creating RIM awareness within their organization
- Employee training
- Has your organization advanced fundamental areas to more advanced RIM areas such as IG, privacy, and electronic records and information management?
- Companies are starting to assess returning employees back to the office.
- Is your company doing this in a staged approach?
- Has your company implemented an employee health-certification to return to work?
- Have you had to deal with scheduling COVID self-certification forms from a retention perspective yet?
- Is your company determining whether “work-from-home” may be a permanent option for some functions?
Theme: Information Governance and COVID-19
- Privacy regulations may be relaxed during a pandemic. Any suggestions on how to ensure data sharing during a pandemic will not come under scrutiny once we are no longer under a pandemic?
- Many organizations are looking for ways to improve education and keep people sharp while working from home, do you have suggestions for IG professionals?
- How are organizations with geographically dispersed field offices (plus HQ offices) managing records management activities internally along with their offsite storage vendor(s)? Have organizations put less of a priority on RIM at this point?
- With remote workers, what additional cybersecurity measures are organizations putting into place, if any?
- Are most RIM-related employees continuing to work from home? If not, what is the rationale for them working from the office? If they are working from home, have they received a timeline for reporting back to the office?
- If RIM-related employees are working from home, are they able to collaborate and work on in-progress RIM projects and initiatives or initiate new initiatives?