Records Update, March 2009
Inter-University Council Records Retention Manual
The committee charged with updating the IUC Records Retention Manual, which is used by UC and all other Ohio public colleges and universities to determine minimum retention requirements, has completed a preliminary release of the new manual. It will go to a vote before the IUC presidents in mid-April and is expected to be approved, at which time it will be distributed via the IUC website. While the original plan was to purchase the Information Requirements Clearinghouse database, host it at Ohio State and provide access to the other state institutions, that idea has been scrapped as unpractical, and instead the database will only be available to one site. The original idea would have addressed the issue of institutions relying on the committee to update the manual, which was last addressed in 2000, however, now that the IUC has a subscription to the database, regular updates will be issued. The database itself will receive updates three time per year and the manual will be updated accordingly.
Educational Opportunities
Workshops
The next Introduction to Records Management Workshops will be held in May. Dates and registration information will be announced in April.
ARMA Chapter Meetings
Cincinnati
April 14 - Records Management From an Archivist’s Point of View with Gillian Hill, ARMA Great Lakes Regional Manager
For more information see their website at http://www.cincyarma.com/cincinnati/meeting.html
Dayton
March 24 - Identifying and Classifying Messages as Records (this is a web meeting)
April 29 - Become Digitized: Introduction to Digital Projects Presented by Angela O'Neal, Projects Manager, Ohio Historical Society
For more information see their website at http://greaterdaytonarma.org/meetings.html
Columbus
March 26 -
Demo of AEPs Records Management application, RIMS with Mike Johson, AEP
For more information see their website at http://www.armacolumbus.org/
ARMA meetings are open to non-members. Please see the individual chapter website for fee and registration information.
ARMA International Records & Information Management Month
Each year ARMA International declares April as Records & Information Management Month. Local chapters and businesses take this opportunity to raise awareness of the records & information management profession and educate employees and the public about good recordkeeping practices.
This year the Cincinnati chapter is offering the public a free shred day at Cincinnati Financial Corporation in Fairfield on Saturday, April 18, from 11:00-1:00. This will give you the opportunity to shred up to five standard records boxes of your personal documents for free. Please note that this is not for University records, but is a service to the public for individuals to securely dispose of sensitive material. You do not need to make an appointment, simply bring your records to the location and locate the mobile shredding trucks.
Directions to Cincinnati Financial Corporation:
From I-71 and I-75 - take I-275 westbound to exit 39, Fairfield/Forest Park. From I-74 - take I-275 eastbound to exit 39. Follow signs to Fairfield / Cincinnati Mills. Continue past the mall, Cincinnati Financial Corporation is on the same side as the mall. Go past Cincinnati Financial Corporation to signal light at Mack and Gilmore. Turn right at light onto Mack. Turn right into parking lot at next two entrances. Mobile Shred Trucks will be visible.
Records in the News
The links to stories provided here were active at the time of publication. News links tend to expire quickly due to Associated Press regulations. Apologies for any dead links.
NKU gets piece of records project
NKY.com, January 28, 2009
Measuring whether it makes financial sense for doctors to install an electronic health records system, and producing workers to help build a statewide exchange for medical records, will be the task for Northern Kentucky University in a new statewide plan.
After Records Analysis, Many at WVU Look to Future
The State Journal, February 5, 2009
West Virginia University's release Feb. 2 of a consultants' report detailing recordkeeping deficiencies and its commitment to pursue best management practices brought, in general, a wave of relief to campus.
Stolen County documents recovered from Grimes’ residence: Steinel cooperating
The Marietta Register, February 6, 2009
Washington County Sheriff’s deputies Friday morning executed search warrants on former County Commissioners Larry Steinel and John Grimes as part of an investigation into the “massive destruction and removal of electronic and paper documents” from the offices of the Washington County Commission.
WVU faculty forms new academic records panel
The Herald-Dispatch, February 9, 2009
West Virginia University’s Faculty Senate voted Monday to form an academic records management committee as a private consulting team prepares to review hundreds of degrees that were awarded despite apparent credit-hour deficiencies or other discrepancies.
Paper, electronic records removed
Columbus Dispatch, February 10, 2009
When Cora Marshall and Steve Weber booted up their county computers after becoming Washington County commissioners, they were alarmed by what they found. Nothing.
Ky. Supreme Court Issues Order On Court Record Retention
kypost.com, February 10, 2009
The Supreme Court of Kentucky has issued an order for certain court records to be destroyed after a set time, including some records in small claims and District Court civil cases, financial records after audits are conducted, and paper records that have been scanned and stored electronically.
Enquirer wins ruling in records dispute
Cincinnati Enquirer, February 18, 2009
The Ohio 12th District Court of Appeals was wrong when it dismissed the Enquirer’s complaint alleging a Warren County judge improperly sealed records in the murder case against Michel Veillette, the Ohio Supreme Court has ruled.
Bank Records, Private Messages Presented In McCafferty Trial
WLWT.com, February 27, 2009
Prosecutors on Friday continued laying out their case against Cheryl McCafferty by detailing the couple's financial problems and documents that showed her state of mind before she killed her husband Robert McCafferty in June 2007.
Ohio's finances only a guess because records lacking, state auditor says
The Columbus Dispatch, March 2, 2009
Raising questions about Ohio's financial condition, state Auditor Mary Taylor says she is unable to complete the annual audit of the state's books because Gov. Ted Strickland's administration has not provided the necessary financial records.
Editorial: Ohio's state and local governments need help preserving crucial records
The Columbus Dispatch, March 3, 2009
Part of the struggle to keep government records open is ensuring that archives are maintained and accessible. This task has become more difficult and more expensive as paper documents pile up and voluminous amounts of electronic data wait to be reviewed, categorized and stored.
Enquirer sues Cincinnati schools
The Cincinnati Enquirer, March 5, 2009
The Cincinnati school board is violating Ohio’s public records laws by not opening mail containing resumes seeking the district’s top job, The Enquirer alleged in a lawsuit filed Thursday.
'Joe the Plumber' now 'Joe the Plaintiff'
The Cincinnati Enquirer, March 5, 2009
“Joe the Plumber” sued three former state officials Thursday, accusing them of violating his privacy and free speech rights when they searched state computers for information about him.
Ky.'s online record access rated
courier-journal.com, March 16, 2009
It only takes a few clicks online for Kentuckians to track down essential public records such as death certificates, disciplinary actions against physicians and state audits.
Leg & Reg
Access to Confidential Personal Information - Ohio House Bill 648
On April 7, 2009, legislation will go into effect to enact Ohio House Bill 648, which was signed by Governor Strickland on January 6, and governs access to confidential personal information held by state agencies. As introduced, the bill seemed to apply to state colleges and universities, however language was added in the final analysis to exclude such institutions from the definition of "agency" as it applies to the bill. While those exclusions mean that the University of Cincinnati is not required to comply with the requirements of the statute, the law nevertheless introduces some valid points that may be used as best practices in the protection of sensitive information. Among those are the requirements that agencies:
- Determine who may access, and who may authorize access to confidential personal information
- Develop a list of the valid reasons for which those people may access confidential personal information
- Provide references to the applicable federal or state statutes or administrative rules that make the confidential personal information confidential
- Require a password or other authentication to gain access to confidential personal information kept in electronic format
The bill seems to be a reaction to the unauthorized searches done by state employees into the background of the now infamous 'Joe the Plumber'. The bill as passed can be found at http://www.legislature.state.oh.us/bills.cfm?ID=127_HB_648.