Records Management for Tribal Organizations

Tribal organizations are responsible for maintaining a myriad of records, such as historical documents and enrollment, health, personnel and financial records.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 class 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.

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.

T O P I C S   I N C L U D E
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
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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