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RECORDS MANAGEMENT WORKSHOPS <br /> Staff training helps to make a good agency records management program better. The records management workshops <br /> listed below are available to all governmental agencies and can be presented at your office.They are also available at <br /> periodic intervals in the State Records Center building in Raleigh. <br /> An agency outside the Raleigh area may request that a workshop be held on its premises by contacting the Government <br /> Records Branch. These workshops can be offered in combination,or otherwise tailored to specific issues or needs in <br /> your office. Although fifteen is an optimal number of participants for workshops,they are provided for any interested <br /> agency personnel. <br /> SCANNING AND MICROFILMING PUBLIC RECORDS. This workshop covers scanning and microfilming <br /> fundamentals. We provide a series of steps to use in planning a scanning project,discuss resource allocation issues, <br /> and describe potential pitfalls in the process. A basic review of records management and public records law is <br /> provided. <br /> The workshop presents principles for both microfilming and scanning,state technical standards and procedures to <br /> ensure the legal admissibility of microforms and scanned records,and systems and equipment. Also included are <br /> the advantages and limitations of the two processes;quality control procedures;suggested specifications for vendor <br /> services;state technical standards for in-house operations or vendor services;and choosing and implementing a <br /> scanning,microfilming,or hybrid system. <br /> State,county,and municipal government agencies with existing in-house systems,staff who perform or supervise <br /> source document microfilming or scanning,and those interested in developing or maintaining micrographic or <br /> scanning systems would benefit from this training course. <br /> This is normally a full-day workshop,but it can be shortened for presentation outside of our classroom. <br /> MANAGING PUBLIC RECORDS. Management methods and procedures for controlling active and inactive <br /> records in state,county,and municipal government offices through the use of records retention and disposition <br /> schedules are presented in the workshop. Included in the training session are pertinent laws,protecting essential <br /> records,determining historical and other record values,disposition procedures,and the relationship of disposition <br /> to other records management activities. <br /> FILES AND FILING. Step-by-step procedures for organizing and maintaining subject files in an efficient,easy-to- <br /> use system are presented in this workshop. The workshop includes:ordering and using the correct supplies; <br /> organizing files by their function; color coding files to increase retrieval speed and reduce misfiles;a single-point <br /> reference system with everything about a particular case,subject,person,or location in one folder(case filing); <br /> eliminating"General"and"Miscellaneous"files;and creating a filing system through which anyone can locate a <br /> folder. <br /> MANAGING ELECTRONIC PUBLIC RECORDS. Electronic files in state,county,and municipal agencies <br /> include records stored in desktop computers,network servers,and computer"archives." The workshop covers <br /> public access to electronic files;legal acceptance of electronic records;managing,storing,and retrieving electronic <br /> records;electronic mail;security of electronic files;and system backups. <br /> viii <br />