1. Retention Schedule Review
Description: Workgroup’s [1] records retention schedules must be accurate and current. Group must work with the Records Management Analyst to update the schedule.
Required participants: Representatives familiar with operational/administrative records used/created by the workgroup.
Time commitment: a few days to several weeks, depending on how accurate the current schedule is and the complexity and range of record categories. Note: this work can be ongoing as other steps of the rollout process are taking place.
2. Records Management 101 training
Description: Participants must have completed the mandatory Records Management for City Employees. Participants are also required to take the training Records Management for City Workgroups which provides an overview of public records responsibilities, records management principles, retention rules and how they apply to electronic records and e-mail. Both are available through CityLearner.
Required participants: All users
Time commitment: training runs 1 hour. This should be completed by all participants prior to step 3.
3. Creation of Bureau-specific classification plan
Description: Creation of bureau-specific classification plan (filing system) for use with Content Manager (TRIM). This is the most crucial step in the process. The classification plan is similar to a paper-based central filing system; it is the underlying structure for how people will file their electronic records. When users create folders for their records in Content Manager, each folder must be classified using one of the categories from the classification plan. Each category in the plan uses a titling scheme based on the functions or work product of the workgroup, so that folders have consistent root titles. Each category also has default access controls, security and retention requirements associated with it, so that when users create folders they know who does or does not have access to the records in that folder.
The classification plan is created by the workgroup with assistance and advice from Archives and Records Management (A/RM) staff. The process involves the following steps:
- Analyze Bureau work processes or activities that result in the creation of electronic records that must be retained
- Identify, by purpose or function, categories of records and e-mails associated with those processes/activities
- Identify individual or shared job responsibilities within the Bureau and assign correlated recordkeeping responsibilities
- Identify areas where document sharing/collaboration will be necessary or beneficial
- Establish naming conventions that will be understood by both the record creators and retrievers
- Establish security and access controls for different categories of records
- Assign appropriate retention rules to different categories of records
- Enter the classification specifications into the classification template.
- Submit your completed classification template in addition to a completed to trim@portlandoregon.gov.
Required participants: Workgroup-selected team(s), preferably composed of those most familiar with information sharing requirements or records-related practices and challenges facing Bureau or individual workgroup. This team works with A/RM staff to develop the classification plan that will be applied to the Bureau electronic records and e-mail.
Time commitment: this can vary greatly, depending on the complexity of the classification plan. We try to encourage the creation of simple plans, if possible, because very complex plans often create confusion or frustration among users. A good plan can usually be created in a week or two.
4. TRIM software end-user training
Description: A/RM staff provides training to cover the basics of using Content Manager (CM) and, if necessary, follows up with one-on-one or small group training based on how individuals will be using CM.
- Understanding the Bureau/workgroup-specific classification plans
- Creating folders in CM
- Entering documents
- Integrating Outlook with CM
- Searching and retrieving
- Collaborating with other CM users
Required participants: all CM users
Time commitment: classroom training session: 90 minutes; follow-up individual, small group training 30-60 minutes.
5. Ongoing User Support and Commitment
Description: After providing initial training and support for the rollout, A/RM staff will schedule regular review periods at 3, 6, and 9 months after implementation to ensure that common issues and questions are addressed and that users are taking advantage of the system in their regular work.
- Are CM users adding records to their filing plan?
- Are CM users satisfied with the solution, are changes needed?
- Any outstanding support issues.
Required Participants: CM Users and Bureau project lead
Time Commitment: 1 hour every 3 months.
NOTE: Because access to the system depends on users having valid licenses, A/RM reserves the right to evaluate user utilization of the system and to reclaim licenses if they are not being used.
[1] In this context “workgroup” means whatever group is likely to be sharing records using Content Manager. It might be several divisions of a bureau or a team of 3 or 4 people within a bureau. For the purposes of rolling out Content Manager it usually works best if the workgroup is comprised of people that are frequently using or sharing the same information.