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Asset & Risk Management

A Case Study of Clayton County Division of Archives & Records Center

Georgia Records AssociationJune 15, 2016

Part I –

Goal –

Using Clayton County ARC as a case study, discuss organizing and operating an records management program in a local government.

Part I – Agenda

Day One Where to begin Is this Progress???? Going forward Next steps

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My Marching Orders…..

1. Reduced footprint of ARC2. Scan everything

April 12, 2014Day One. . . .

Day One….

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Day One, continued…

Day One, continued…

Key Issues:1. Facility has not been adequately maintained as to cleanliness

or physical plant condition. Security of the records is a definite risk and could become an issue.

2. Existing shelving is almost maxed out, organized in an inefficient manner, and is not of proper strength to support the weight of the records

3. Large volumes of eligible records undestroyed.4. Program processes and software are inefficient and need to be

updated.

As compared to my marching orders:

Which are –1. Reduced footprint of ARC2. Scan everything

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Where to Begin?

Facility Facility assessment Prioritize repairs

Shelving Repair until can replace

Processes and technology Shredding done in-house Inventory system Computer wiring and PCs

Destruction of records Shredding vendor Destruction approvals

Facility AssessmentFacility Space (County owned)

Roof leaks Everyone has keys Rickety shelving Little fire protection

Analog phones Old computers

Roof Leaks + Records = Mold

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Roof Leaks + Records = Mold

Shelving

September 2010

ShelvingDamage to shelving

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Processes & Technology

Little documentation of past work Written procedures dated pre-2010 Inventory software Analog phone lines Old computers and wiring

Destruction of RecordsDay one –

Shredding done by staff using industrial size shredderOlder records still on shelvesNeeded approvals not forthcoming

Challenge –Change to vendor service and free up staff timeWork individually with departments to gain approvalsTackle low hanging fruit

Is this Progress?May 21, 2014

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Just to remind you….

April 12, 2014

Is this Progress?

June 2016

Where we stand –

Manual inventory completedData entry being completed and checkedBoxes being replacedRoof still leaksComputers upgradedPhones upgraded

Is this Progress?Original Volume: 31,020 Box Capacity: 26,760Current Volume: 25,277

*FY16 figures are estimates based on current numbers.

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The Roadmap

Where we are. . .

Outdate retention scheduleMore records kept than destroyedHeavy reliance on paper records remainsARC treated as an active filing cabinet

Yet, volume has stabilized and is decreasing –slowly.

The Roadmap

Going forward…

2009 SPLOST funds, unspent

Building Scanning Equipment Out reach and advocacy

Next Steps

Working to update retention schedule Destructions – nearing end of low hanging

fruit County implementing new court systems,

ERP that will eventually change dominance of paper

New building will be used to change practices

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Timetable

May-June 2016Goals:

Work with architects on renovation proposal

Bring shelving vendor into picture Prepare for major move (renovate or

build)

Timetable

July 1 – start of FY17Goals:

Work to release software requirements as RFP (Q1)

Purchase scanners (Q1) Revisit hiring temps with BOC (Q2) Work with Sheriff and Police on retention

of records (Q2-4)

Final thoughts…..

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Amelia Winstead, CA, CRMArchives & Records ManagerClayton County Department of Information Technology770-473-5799Amelia.Winstead@claytoncountyga.gov