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hi good afternoon everyone thank you for joining us for the Illinois School District's records retention best practices and legal guidelines webinar my name is Mandy kolinsky I am the marketing coordinator here at Dana mation so we're going to get started and it is my pleasure to introduce Jim Collins who is the principal of Jada nation imaging services thanks Mandy okay first of all I'd like to thank everybody for attending today and taking time out of their busy days this presentation I put together is designed to go 30 minutes and if you're anything like me your attention kind of starts dropping off after 15 or 20 so I worked really hard trying to compress as much as I could into this time frame so with that let's get moving here okay the agenda is basically the challenges of document management retention what to do with it and I'm going to show some approaches of how to address it at the end very simple all right according to the aim Association all right which is the Association for information and image management there are six main concerns that school districts have all right and when I run into school districts they mainly say hey I can't find stuff because I have paper all over the place or I have 400 boxes in a buildings and ground storage facility well these kind of relate to that number one lots of paper the more paper you have it takes up space number two you can't find information with that if you can't hire somebody you can't register a student you're delaying an important process the fourth thing is changing legal guidelines you should get FOIA training at least every two if not five years and you should have a legal counsel that can provide you information on how long you need to keep your records if you're not sure the fifth one our compliance and retention concerns to sum that up you have to be the steward of your records you have to keep student records in HR records sick d-plus years so you have to keep them accessible yet you need to keep them secure and about one out of five one out of five school districts have had a disaster whether it's a fire alarm a flood or something like that that's also a major concern all right here's one of my favorite pictures I'm not going to say where this is from but this is kind of a symptom of you go to a district and down in the basement is all this all these boxes of collecting paper and you think about it you could have an admin support person in the business office sitting there paying invoices all day long and he or she fills up a box of paid invoices you know maybe once a month and then he or she writes on the side of it here's vendor invoices from March of 2019 and they run it down to the basement and come back upstairs hoping never have to get that again here's another one on shelves at least the stuffs off the floor so if there's a flood you know a minor flood anyway nothing's going to happen to it lateral files are very common this is in a school district these are HR files in a school district west of Chicago and you think about they're locked up so that's good but they also take up a lot of space and they form a corridor so if you get a request for personnel file from one of your employees in this case you have to put the person on hold go to the file drawer unlock it pull it out and get the file and there's a thirty five percent chance that that file is gone because it's on one of your co-workers desk who was talking to that employee earlier in the day all right this is one of my favorites this isn't real I kind of mocked this up two years ago in 2017 we went up north to pick up around 400 boxes from the school district we went to their buildings and grounds facility there were personnel files in there there were student files in there there were minutes accounting and buildings and brought a lot of secure stuff well it was just we walked through this garage nobody was there and there were all the boxes and right beside them was their lawn mowers and his 12 gallon container of gas Lane these guys weren't the best stewards of the records but this is real life we've seen this let's change direction a little bit let's talk about robust document management practices and specific controls you can put in place to enable these best practices three things you need to do you have to review your document retention schedules this should be done by your FOIA officer at least every two years you have to keep up to date on recent legal changes I'll talk about three or four legal changes in a couple slides and you need to implement a retention policy and a solution to that and that includes identifying the retention of documents and executing the disposition of those documents and I'll talk about that in the service we provide how long do I need to keep things these are the three cardinal rules when it comes to best practices first of all all document retention guidelines must be in writing secondly they must be reviewed by your legal counsel and approved by your school board number three you must get an application approved by the state records archive unit in the Secretary of State's office so let's talk about these okay I did a white paper and like Mandy said it's in the handout section of this webinar it's about a six or seven page document that I compiled from about thirty applications for destruction for school districts in the state of Illinois there are nine record types there's personnel board and superintendent financial student student services administrative buildings and grounds transportation and the famous other that they where you put things you have no idea where they need to go in this are those nine record types but under those nine record types are a hundred and forty-seven different document classes every one of them with a different retention here to snip it from it personnel files again the rule on the general rule on main personnel files you got to keep them sixty years or until the individuals is 78 years of age okay but if you look at some of the administrative records under that evaluations dismissal records teacher contracts those are like five years in two years so you don't want to intermingle those those are administrative records coming under personnel there was a new around 2010 or 2012 reduction in force records which are a child record to the personnel department part of the administrative record they reduced they're not the time he had to keep those from five years to two years when I'm seeing this trend every year or two where the retention for a lot of this administrative support files is becoming shorter Board of Ed and superintendent records this is no surprise you got to keep your board packets permanently your minutes policies and procedures but if you look at the a lot of the other administrative records that come under the stewardship of the superintendent you don't have to keep them long two years three years five years there's a new ruling in the Open Meetings Act that you need to keep voya training in certificates just two years now because you're supposed to get for your training update training it's only an afternoon every two years so obviously when you get the new certificate it kind of supersedes the old one all right special education this is pretty common knowledge you know everything everybody's pretty good about that knowing that they keep all the files together and the IEP S and the evaluations and everything and you have a five-year retention on those the challenges with this is that people don't get around to it so they just keep accumulating and they've got special ed files going back many more than five years the other challenge is the very voluminous if you've got a special ed student I've seen files that can be three four or five thousand pages long very voluminous they take up a lot of space so we need a tool to manage this more effectively buildings and grounds is a burgeoning area for us and document I'm seeing in a lot of districts in northern Illinois they're maturing they're putting on additions to their buildings they're building new schools so they've got a lot of building documents a lot of compliance documents a lot of drawings and plants and things like that and a lot of these business managers and buildings and grounds people they are seeing the benefit of having this stuff a lot of this vision a lot of this virtual so and it helps them do their jobs a little bit more productively and there's a lot of diverse document requirements you look at this you've got to keep some stuff permanently yet a lot of things you lean you keep two five three seven years so again that's a lot to manage of different document types under the buildings and grounds and I'll show you a demonstration of digital images of this momentarily the third pillar that I talked about is you have to have a state application for Destruction to get that you need to call Steve cool easy he's a really nice guy I talk to him regularly and he's with the Secretary of State's office I believe his office is out in West Chicago there's his email address there's his phone number many of you on this presentation who probably know him anyway but he'll get the retention and class of your documents for you and get you started on that if you haven't already this is a snippet from a one-year-old application to dispose of Records okay these are annual budget and appropriation records this is exactly what it looks like and the recommendation the approved recommendation is seven years well this particular district had stuff going back 66 years to 1953 all right so obviously any of this annual budget records they have they can probably dispose of 90% of it based upon this application that was approved alright switching gears a little bit to the compliance and legal aspects of it Tong's is being driven by the privacy and compliance laws as schools have to abide by the challenge is you've got all these records and you got to keep them secure yet with FOIA they have to be accessible ten years ago a district in Madison Wisconsin was found in violation of FOIA when they were deleting emails prematurely that had key student record information on it I was in a district in 2017 and they had a FOIA request for sixteen dollars for three reams of paper because they are a copy I ran out of paper one day and they had to pull the invoice because it came under FOIA here are some recent guidelines and new rules I get these from a legal counsel which I'll talk about in a couple of minutes but the first one is under recent amendments to the Illinois school student records act schools have ten days to respond to a request for student records from a parent or a student this used to be 15 days and I believe the time frame for this was like 2010 or 2012 when they changed this from 15 to 10 days the second item the public in in 2018 the public access counselor's office released a binding opinion that resignations are now releasable under Illinois FOIA okay so these kind of come as a child document that go into the personnel file for an inactive employee the third is of the under Illinois FOIA a public entity denial for a FOIA request must have a specific reference to the exemption as to why they're denying that request the fourth item here in you cannot deny a homeless student enrollment due to the lack of a health record if their lack of health record is due to their homelessness and this is every student succeeds which is the new flavor of No Child Left Behind as well as its approved and endorsed by the United States Department of Education emails emails are a whole other animal they're not treated as emails because there's no single dedicated retention period that applies to electronic messages regardless regardless of how they they're sent or received emails our government based upon the content nature and purpose of the email for instance if you have student file information attached to an email that email is considered a student file if there are Board minutes and reports on an email it's considered that so the email basically falls into the category of its content the Tressler law firm is - is the firm that I work with when I have legal questions about retention and other things to help out my school districts with legal matters Todd shank on the left and John O'Driscoll on the right are partners there they're located in the Willis Tower in Chicago and they also have an office out in Bolingbrook their emails there their phone numbers there feel free to call them they gave me the green light to put this information up on the presentation and I can tell you that any legal ring thing that I've ever needed I call either John or one of the people on his staff and within 24 hours I get a very thorough legal explanation of how long you need to retain certain documents and why or not what laws are pertains to so these guys are very very helpful how to approach it alright the third thing the third pillar we're talking about okay let's talk about data acquisition alright its data acquisition is a service that data Meishan provides and we've kind of created after 20 years of experimentation to establish a best practice now this isn't something that you have to hire us for you can do this yourself and I'll kind of go through the process and what it does is it organizes your documents and it helps define how long you need to retain them and it helps define which ones you can dispose of so let's talk about that we have a data acquisition map alright the first step is a team of my staff come into your office we go to where the boxes are when we take them off alright we we will go to your files and take files out of file cabinets and put them in boxes we'll take those as well okay they come back to our office they're received and at barcode value so when unique ideas attached to those boxes so we know when who's they are and when we got them in what they are and that is important for the chain of custody from a legal standpoint the second step is I have three employees that are trained to do what's called data assessment this is the key step where every box is opened up and we established a description of the files the type of the files the genre or the year of the files and a suggested disposition and let me show you what those dispositions are so let's let me give you an example we find student files in a box from 2005 well you need to keep those another what 44 years or so right so we're probably gonna recommend that you store or you scan those let's say you have accounts payable files that are 15 years old we're going to immediately recommend that you destroy those because the retention on those is 7 if you have another file type that maybe you need to keep 10 years and they're nine and a half years old we're probably gonna suggest a less storm in our warehouse for 6 to 12 months and then maybe we can destroy them this is what we give you back it's essentially a spreadsheet again it doesn't look exactly like this because we've said we break it out by category and we have the Box number the contents of the box it's either something we create or it's already on the box and then the dates so in the top row we have special ed files where the date of birth was a 1 through 8 but you need to keep these files through what 2027 because the last withdrawal in that batch was 20 22 we may recommend scanning those you got special ed withdraw files from 2002 you don't need to keep those past 2008 we're gonna recommend you destroy those and so on and so forth it's broken down by category description and they end the disposition and remember you can do this yourself you could use your disposal certificate from the state or our white paper and you get staff to go through and do this in the summer and we're happy to come out and kind of give you the highlights of how to go through and do this all right let me talk about some imaging applications here this what I'm showing here is a Tyler cloud based student management system all right people use skyward internet campus you know anything that runs in a window we can work with and I've got a fictitious student called Jane Schumacher here well we've written an interface where we just click on this button and we can go get the files and what happens with this is it it's integra ed right to a cloud based imaging system and in this case I'm on the phone with Jane's father and he needs the emergency contact information because he's got a new cell phone and he's got a new job so what happens is it calls the system and running really slow here I apologize and it pulls up the list of everything in her file all right so I've got you know grades health files through the file there's that emergency contact I'm gonna double click on that thing and it pulls it up in a couple of seconds and while I'm on the phone with him I can simply create an email and send an email to him and what's gonna happen it's gonna take this document and it's gonna create a PDF call my email client and I can send it to him right while I'm on the phone with them okay so that's a good example of you know enhanced productivity and finding something very quickly and I just wanted to show a couple other example if you look at board meetings okay we've got board minutes one of the ways we do with board minutes is we break them down by a meeting type you get a finance meetings organizational meeting special meetings regular meetings we can break your meetings down this way and one of the reasons we do this is because you could have a link on your website to look at minutes but you may want to only have the minutes available to people that are that are for public consumption all right but in this case since most meetings are typed I'm looking for a value of 40 1191 bow down there where I'm moving the mouse this was not indexed by this this was going to be something that I'm looking in the textual content of the document so what happened is it found a regular meeting from 1959 so that's 60 years ago that has their value on it I'm going to open up the image and these are these are real minutes from a school district from 1959 so those are 60 years old all right and I'm like now where is that value so I can go to my full-text results it says I found that on page two in page one so let me just scroll down a little here and there's your forty one 191 right there towards the center bottom and if I go to page one there it right isn't in the body of the document itself and again this is just one way to do it we could also store these things as text searchable PDFs and you just open up the PDF and do a control find which is a fine way to do it as well one other thing I wanted to show is you know personnel files there's a lot of interest in this and one of the things we do with personnel files is we break files down into different sections and these are pretty granular but I'm giving you different examples of application content to information direct deposit form some districts they just have onboarding information they'll have continuing IDI they'll have evaluations they'll just have different sections but what's the key part of creating these document types and file sections and putting stuff in it is the disposition in the retention needs to be similar so if you put something into an evaluation section maybe that has a ten year retention or maybe as a 60 or retention you want to keep these buckets based upon the retention we can help you with that all right so I'm just looking for a file and the person's last name is public so Steve public there's his file I have his contact information as HR requests is i-9 form everything's in there I can pull it up at a moment's notice and again this is a cloud system so I could do this from a from anywhere that I had secured access from okay last thing I wanted to show our business office all right and in a lot of districts the buildings and grounds comes under the business office so let me just kind of show a couple kinds of contents here all right first thing I wanted to show is here's a water pump all right this is a three by four-foot or an e size drawing that was scanned it's on the system okay I mean this could be a building not necessarily a water pump and you can blow it up it's pretty clear and then I can go right here and hit share and I can create a link to this document an email it or send it to my architect right then in there and they can be looking at you know drawings of a gymnasium or a school building or whatever okay so that's one way that you can get documents very quickly and effectively to an architect so they don't have to come over to your office and kind of just go through all these papers and look for stuff in a shed or in a basement or something like that one of the advantages okay a project plan is another thing that's in the business office under buildings and grounds again these are 10-year health life safety reports all right you got to keep those well not another example is I talked about emails before here's the same project plan but I saved it in them content management system as an email okay so this thing has the same retention insane qualities yet it's a PDF on an email and there it is okay so in this case I stored the entire email with the attachment here so that gives a really good Chain of Custody saying hey this is a buildings and grounds document that comes under the business office and I can identify it that way for storage retrieval and the retention okay one last thing I'd like to show is he forms are becoming more and more popular I'm pulling up a paperless insurance application and this could be something on your inward-facing website where if you have open enrollment and say like November of a certain year issue here apologize for that this could be something that your employees go right into and they can fill it out electronically and we use your form and we scan it in and then we overlay data elements and people just go through and they fill out the information all right I'm not gonna fill it any more than that 4/4 time but they would fill it out there could be radio buttons on here I want single coverage I want family coverage and you can only fill out one not both of them okay and so what you're doing here is you're increasing fields that are required you're forcing the accuracy of fields you're masking phone numbers and social numbers and different values to look proper all right then when you're done the person can consign it they can do a wet signature they can do an e-signature doesn't matter either one is supported and then when they're done they just hit save and I'm getting an error here because I didn't fill out a field that was required but if it did go through they would have emailed this document straight to the person who filled it out a copy this would go in their personnel file in their insurance section and the data would go right to the IT department to automatically update your computer system so that person's insurance would be updated automatically so that's just an example of an e-form and there's a lot of different ones these are getting really popular that emergency contact form is a popular one that you can put outward-facing on your website and then when a parent calls in hey I'm moving I need to put my new information in there you can just hey it's on our website you can go just fill that out automatically where do you go from here well the first thing you need to do is go and count and measure all your linear file footage in the boxes and the file cabinets we add a to mission we've got tape measures with our logo on it so if you want when I'm happy to give you one they're actually the number one most popular thing at trade shows that go from our booth cause Steve khaleesi of the state of Illinois he's a really nice guy he's super busy so you may not get on your schedule for three or four weeks but he can get you rolling with this number three get some scanners my company is one of the largest scanner resellers in North America we have desktop scanners that start at three hundred and forty nine dollars and you think about it that person in Skyward is paying the bills instead of putting in a box and letting letting the box if you they could simply put the invoice in there scan it and they're done and the paper could go right to shredding uz forms we talked about e forms that's another way to truncate the paper use a scanner and scan it right when you open up the mail use an e form that will dramatically reduce your long term paper load work on a retention policy if you have one great if not please use my white paper call steve and it's really not hard to formulate one and the last thing is a database and imaging services corporation or disk will do a file analysis at no charge in what we do is pretty much will come in and measure and give you a guesstimate on how many files you have alright you've got 40 boxes of student files and 60 boxes of buildings and ground and so on and so forth and we'll come in and say look based upon that you've got 400 boxes but there's only 200 you need to keep there's around 200 that I think we can dispose of that's very common about 40 to 60 percent of stuff we don't need to keep and we could take some of your records maybe some close the employee files the student files and some buildings and grounds will scan them and we'll put them up a small sample of them on a website like I just showed you and you can kind of kick the tires with that and we call that a test drive it gives you the ability to use that system to see if it's better and it gives us the ability to kind of understand your your your documents and your retention a little bit better ok wrapping things up this webinar is being recorded and I know people have issues that come up and can't attend the webinar we had around 49 people watching this webinar right now so what we'll do is it's it takes a couple hours to compile all the data for the webinar to make it a video Mandy will email this to you guys within the next day or two so that you'll have it it'll just be a link to something in the GoToWebinar make sure you grab that white paper handout and if not let us know we're happy to email it to you and if you do have any last questions please there's no such thing as a bad question ask us go the chat section and key the questions in and one thing I wanted to say in conclusion is that we'll stay on for like 10 or 15 minutes and answer any questions that really concludes the audio part of the presentation there's my email there's our phone number for my company and and I will that's concludes the presentation and we see got some questions coming we'll answer those and we look forward to working with you thank you very much