Records Management for Tribal Organizations
Human Resources
January 20-21, 2010 |
Las Vegas, NV | South Point Hotel and Casino
9777 Las Vegas Blvd South, Las Vegas, NV 89183. For a group rate of $49 (1/18-1/21), $89 (1/22-1/23), $59 (1/24-1/28), $99 (1/29-1/30) please call 866-791-7626 and mention Falmouth Institute by January 5 (week 1 classes) and January 11 (week 2 classes).
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$755 |
 Tribal organizations are responsible for maintaining a myriad
of records, such as historical documents and enrollment,
health, personnel and financial records.
In addition, federal laws and regulations
require tribes to keep a variety of contract
and grant program records. But how do
you handle this ever-growing mountain
of forms and information? If you need
assistance organizing, managing, storing
and disposing of documents, this course
is for you.
You’ll learn the latest records management methods, including file organization and design; types of filing and storage
systems; records retention and disposal solutions; access
procedures; automated records systems;
and the impact of the Privacy Act and
Freedom of Information Act (FOIA) on
records management policy. Our expert
instructor will give you the tools that you
need to evaluate your current system and
plan for the future. Plus, your registration
fee includes a manual and CD featuring
samples, Web links and other valuable records management
resources.
Explore a wide array of data management techniques —
from filing systems to records retention to automation — and find
out what you need to know to improve your current system.
Please click here to view the brochure.
Topics that will be covered include:
Principles of Records Management
- How records are created
- The records management cycle
- The records management process
- Need for records management
- Manager’s responsibilities
- Classification of records
- Benefits of a management system
- Establishing a records management policy
- Staffing
- Incorporating technology
Filing and File Management
- Kinds of files
- Specific filing techniques
- Managing case and correspondence files
- Manual and computerized file indexing
- Setting up a uniform filing system:
- Subject
- Alphabetic
- Geographic
- Numeric
- Purchasing files and filing accessories
- Automating your records
Preparing Records for Filing
- Centralized vs. decentralized files
- How to prepare records
- What equipment and supplies to use
- Procedures for retrieving records
- Confidential records
- Follow-up procedures
- Lost records
Records Retention, Disposal and the
Law
- Storing and protecting records
- Handling confidential records (protecting
employees from identity theft)
- Transferring records
- Developing a records retention schedule
- Records disposal
- Vital vs. disposable records
- Legal and regulatory policies affecting
retention
- Tribal obligations for maintaining a federal
system of records
- Incorporating federal privacy and FOIA
requirements into records under grants and
contracts
- Rights of tribal members
- Who can request records?
- Penalties/sanctions
- Exercise — FOIA and Privacy Act
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Microforms and Micrographs
- Advantages and disadvantages of microforms
- The microfilming process
- Legal considerations
- Preparing a document to be filmed
- The filming process
- Packaging and equipment
Electronic Records Management
- Automation technologies
- Desktop and Web-based software tools
- Securing access to records
- Searching, reporting and other database
features
- Preventing loss of data during catastrophes
Problems and Issues in the Automated
Office
- Modification
- Fragile media
- Human error
- Decentralized work locations
- Inadequate policies and procedures
Benefits of Electronic Records
Management
- Availability
- Disaster recovery
- Maintenance
- Security
- Supporting tribal government and
administrative functions
Implementing an Automated System
- Performing an IT needs assessment
- Developing and establishing policy guidelines
- Organizing records for future retrieval and
reference
- Managing inactive records
- Records disposal
Forms and Reports Management
- Forms management
- Forms analysis
- Creation, approval and control
- Design and composition
- Purchase and production of forms
- Distribution, storage and replenishment
- Forms automation
- Periodic review of forms management
programs
Software Demo
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