How is records training and RIM awareness
accomplished campus-wide?
This has been one of the more challenging aspects.
There is a lot of organiza1onal culture to
overcome. Mandatory trainings are difficult to
implement due to this. However recently we have
made large strides to make RIM training what we
call essen1al training. This will now make it part of
new employee onboarding. One of the other
challenges is the numerous faculty and adjunct
faculty we have. I am in the process of developing
an online training so that those employees with
difficult schedules can take the training in modules
at their convenience within a specified 1meframe.
The overall goal is to have everyone in the College
take the general. This will allow us to have a more
legally defensible records program at the College. I
also try to send out informa1ve ar1cles in our
employee paper and we are working on ins1tu1ng
two “records days” a year where we will hold
contests for those departments who can find the
oldest record we probably shouldn’t have any
longer. This will also be used to ensure all
departments are following their file plans and
purge everything according to the State reten1on
schedules. The program is s1ll very young and
there is a long way to go, but this Is the first year
and a half of progress. I’ve been pleased with the
support of senior administra1on in geXng the
backing required to get these ini1a1ves off the
ground.
Tell about a successful RIM project at PCC.
We have mul1ple projects currently ongoing, but
the one that is making the most posi1ve impact is
our record inventory. The College has never done
this and in most cases we didn’t have a good sense
of what records we had, where they were kept,
and what the requirements are to keep them. This
along with training have had the most posi1ve
impacts at the College and have so far been quite
successful in developing fully func1oning and
adhered to file plans.
Do you have ideas or a roadmap for future RIM
improvements?
Where to begin! I do, however I think we have a
long road ahead. With over 3500 employees and
mul1ple systems/repositories, broken control
mechanisms, we have a long way to go. First step
is to finish the record inventory, purchase an IG
plaSorm to help us manage all the electronic files
at the College, ensure everyone is trained and
stays current. Down the road I’d like to see IT more
aligned with RIM. Forming an Informa1on Governance commi`ee is among the top things on my
list to do down the road. Especially for procurement purposes. I’d like to see legal, internal audit,
RIM and IT brought to the stakeholder table on a
more reliable basis. This is at the moment one of
the many large disconnects we have at the College. How departments procure new systems that
store data/records oben to align with RIM or Legal
and we remain unaware of these projects un1l it is
too late.
Where would we find you on a typical Saturday?
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