How do I set up my files?
Determine the most appropriate medium for your information.
- You may find that an electronic database best serves your needs.
- For easy searching and retrieval, you may maintain text documents in their electronic format as well as on paper. A filing plan for word processing documents should employ the same use of folders and organizational plan as you use for your paper documents.
- Records Retention Schedule a alerts you to the preservation issues involved with your type of electronic data
- While all kinds of electronic media are useful for access to and distribution of information, rapid changes in hardware and software make this an inappropriate medium for preservation.
Select filing schemes that reflect the primary activities you perform. Some examples:
- I plan events.
- I create print, video, or Web program resources.
- I develop official documents.
- I am responsible for an interunit staff team on. . . .
- I lead training workshops.
- I maintain information from and about organizations such as synods, congregations, agencies, schools, camps, etc.
- I answer telephone, e-mail and mailed questions on a variety of subjects.
- I maintain files on people.
- I manage a budget and pay bills.
- I give grants or loans.
This will help you determine whether your files should be arranged
- by subject,
- by geographic location,
- by organization,
- in alphabetical order,
- in chronological order, or
- in numerical order.
When setting up the files for your various records series, refer to the Records Retention Schedule for a more detailed list of the types of documents which you should place in your files and to determine the final disposition of these documents.
Use manila folders within your hanging folders to hold paper documents which will be transferred to the Archives, as directed by the Records Retention Schedule. Then, when it is time to send your records to the Archives, you can quickly and accurately send the permanent files and discard materials with no lasting value. Do not send hanging folders to the Archives.
How do I protect my paper records?
Duplication and dispersal of vital documents, in the same or other formats, is the most effective and economical way to protect your valuable information. Duplication and dispersal means that you are prepared to restore your information from records held at a remote location. This is the most efficient method of reconstruction, should on-site records inadvertently be destroyed by natural disaster, hardware failure, or human error or mischief.
How can I disperse my records?
Send copies of minutes, governing documents, insurance policies, and similar vital records to the Archives as directed in Records Retention Schedule.
How should I protect vital original documents?
When it is important to protect the original copy of a legal document, place it in a fire proof container or bank safe deposit box and retain copies in the office for your use. Remember to send copies of contracts to the legal office in the Office of the Secretary.
Most of the records you create in the course of your work for the Evangelical Lutheran Church in America begin life as digital files.
How do I protect digital records?
There are two critical issues regarding the safely of electronically stored data:
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The Department for Information Technology institutes appropriate procedures for protecting your electronic data by providing for the restoration of current information in the event of hardware failure. Do not assume that their back-up process serves as permanent storage for your data. It is designed to restore your files as they appear at the time of the last back-up.
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If you are using databases for maintaining information on congregations, agencies, institutions, persons, or for financial accounting; you must plan for the migration of the information to newer generations of hardware and software. Such databases contain information with long term usefulness for charting trends. In order for this information to remain useful, observe the following:
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Make certain that the structure of the database is documented. Identify the software, computer language, report form, etc.
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Describe the purpose of the database and the way in which the information was gathered.
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Prepare to migrate the data from one generation of hardware and software to another, so that the information is retained as prescribed by the Records Retention Schedule.
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In a few instances, you should consider the advisability of downloading the information to laser disc for interim storage. you will need to work with the Department for Research and Evaluation and the Department for Information Technology to accomplish this.
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An early decision must be made as to which reports generated by your database are necessary as permanent legal or historical documents. These should be printed out and sent to the Archives annually, or as directed by the Records Retention Schedule.
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Recognizing the need for preserving digital records of all kinds, the Federal Agencies Digitization Guidelines Initative is bringing together a variety of agencies who seek to standarize the formats and procedures for permanently preserving digital files. This is still a work in progress.
What do I do with e-mail?
Treat routine e-mail as you would a telephone call. Log it, if necessary; delete it immediately. It takes up valuable space on our server.
E-mail correspondence that contains important information, policy, or attached documents should be moved to other electronic folders for future reference and use. It should be preserved with other correspondence for the historical collection by printing it out—together with your reply—filing it consistent with your filing scheme, and sending it to the Archives as directed in the Records Retention Schedule.