S3: A Simple Single System

1
S3 A Simple Single System
for Managing Both Electronic and Hardcopy Files
OC ARMA Chapter Meeting October 25, 2007 The
Irvine Companys Exhibit Room
Kay Schardein, CRM Senior Records Manager The
Irvine Company kschardein_at_irvinecompany.com
C\\Presentations\OCARMA\FileSystem(2007-10-25).pp
t
2
Agenda

• What Is a File System?
• Why Do We Need One?
• Tools
• Training, File Guide, Guidelines, Annual Cleanups
• Next Steps
• Questions

3
What is a File System?

• Its a process for managing files
• regardless of media
• paper, electronic or other
• regardless of location
• file cabinets, MyDocs, email, file servers, any
  repository
• It includes essential requirements
• training
• file guide (folder structure or index)
• guidelines
• periodic file clean-ups

4
Why Do We Need One?

• Using a file system ensures
• faster, dependable and complete retrievals
• readily identifiable file locations, authors,
  dates
• ready access to files by appropriate users
• saves money (time, space, equipment)
• ensures routine file clean-ups
• An elementary first step, essential for Records
  Managers
• Also, the first step toward properly managing
  records/nonrecords
• ensures records retained, nonrecords disposed
• supports easy linkage to records retention
  schedules

5
Tools Available

• Training
• File Guide
• Guidelines for File Names, Footers
• Annual File clean-ups
• http//www.ocarma.org/meetings/handouts

6
File Guide
7
Guideline File Names
8
Guideline File Footers
EXCEL
MyDocs\Training\Guidelines\EXCEL_Footer.xls Last
saved by Schardein 11/12/04 904 AM
Page 1 of 1
PowerPoint
11/12/04 930 AM MyDocs\Training\Guidelines\Pow
erPoint_Footer.ppt Last saved by Schardein

Page 1
WORD
MyDocs\Training\Guidelines\WORD_Footer.doc Last
saved by Schardein 11\12\04 1000 AM
Page 1 of 1
Learn footers in WORD first, then move on to
Excel PowerPoint.
9
Next Steps

• Obtain your tools from OC ARMA website
• Create your File Guide, Guidelines training
• Create folders in MyDocs or e-mail
• Move and rename files as needed
• Start using footers in EVERYTHING!
• Do your annual file clean-ups
• Start/learn in one e place until
  stable to minimize revisions.

10

• Q U E S T I O N S ?