Don Dailey

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MiCase Records Management System

• Don Dailey
• Executive Director

2
Records Management

• What is records management?
• Why do I need a system to manage records?
• What benefit is there to participating in the
  MiCase records management system?
• What will it cost my district in fees and staff
  time?

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What is Records Management?

• Management of the life cycle of a record
• Creation
• Storage
• Retrieval
• Retention
• Protection
• Disposition
• Ensures that authentic and accurate information
  can be retrieved quickly, easily and cost
  effectively
• Allows for business processes to be streamlined

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Why do I need to manage records?

• Who has the primary responsibility of managing
  your records?
• What are the legal requirements for managing
  records?
• How long would it take you to respond to a FOIA ,
  subpoena or audit request for records?
• When employees change positions, how do they
  access records from previous employees,
  especially e-mail records?
• How would you recover your documents following a
  fire, flood or natural disaster?

5
Why do I need to manage records?

• How do you know that you are keeping records for
  their full retention period?
• How do you know that it is safe to get rid of a
  document?
• Do employees have access to records that they
  shouldnt?
• Can you document who accessed a record and when
  it was accessed?
• How do you find records that have been misfiled?

6
Why do I need to manage records?

• Does your district have policies in place that
  set standards for how records are handled?
• How do your employees know what documents are
  records and which are not?
• Are your employees aware of the proper retention
  periods for the records they handle?
• Are employees treating e-mails, videos and other
  electronic records the same as paper records?
• Can we streamline and reduce the cost of our
  business processes?

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What benefit is there to participating in the
MiCase system/pilot?

• Well researched enterprise class solution
• Shared cost of centralized modules with other
  districts allows you to get more features
• Shared hardware infrastructure
• Support from MiCase staff and member ISDs to help
  with usage
• Shared experience with neighboring districts to
  help foster best practices and for shared
  staffing where appropriate

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What benefit is there to participating in the
MiCase system/pilot?

• MiCase can serve as an assistant to your CIO
• Communication of retention and disposal schedules
• Recommendation of records management policies
• Design of record types, key information and
  retention periods for maximum effectiveness
• Assistance with professional development for
  staff
• Assistance with design of improved business
  processes and workflow
• Ensure security of records from disaster and
  unauthorized access

9
What will it cost my district in fees and staff
time?

• Shared cost of central licensing 55,370 first
  year, 10,170 future years
• Shared cost of Applied Imaging services 13,920
• Shared cost of MiCase staff TBD waived for
  pilot period (now-June 30, 2009)
• Shared cost of hosted server system TBD
  waived for pilot period

10
What will it cost my district in fees and staff
time?

• OnBase client licenses (per user)
• Dedicated license 588 first year, 108 future
  years
• Concurrent license 1176 first year, 216 future
  years
• Workflow licenses (per user)
• Dedicated license 1225 first year, 225 future
  years
• Concurrent license 1960 first year, 360 future
  years

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What will it cost my district in fees and staff
time?

• Desktop document imaging software 1470 first
  year, 270 year 2 (per imaging station)
• Scanner hardware (may already have in place)
• Staff time to sweep scanned records into system
• Hoping that time saved by use of system will more
  than offset time required
• Pilot will help us gauge this

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Summary

• There is a definite need for records management
• We have researched well and selected an excellent
  system
• The more districts involved, the lower the cost
  to all
• Pilot needed to determine staffing, hosting
  costs, and best practices
• Not just about scanning documents, but about
  improving business processes and saving money