Enter the Personal Health Records Librarian (when Managing Patients’ Records, Part 3)

In Part 1 of this discussion of Managing Patients’ Records, a mobile healthcare digital assistant was identified.  It could help patients to be more engaged with managing their medical issues.  In Part 2 of this discussion, the patient, Anne, was described.  Her healthcare was not managed well due to miscommunication or no communication.  It was not because she did not want to follow-up.  She did not know when and for what to follow-up on in her healthcare until it was almost too late.  In order for the patient to understand what is going on, there has to be true patient engagement.

Continue reading “Enter the Personal Health Records Librarian (when Managing Patients’ Records, Part 3)”

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Making the Connections (when Managing Patients’ Records in an information management system like SharePoint , Part 2)

As we discussed in Part 1 of Managing Patients’ Records in an information system like Sharepoint (https://saarmrt.wordpress.com/2016/02/01/managing-patients-records-part-1/), it was pointed out that in the lifetime of a patient, a patient could have one or more physicians that specialize in their different healthcare needs.   With so many healthcare professionals in the patient’s life, there should be a connection to all of them with the patient at the center.  Without the connection, the patient will have difficulty effectively managing their healthcare.  Through the following six steps, that one patient had to endure, other patients can be helped so that this patient and many others will know how healthy they are.

Continue reading “Making the Connections (when Managing Patients’ Records in an information management system like SharePoint , Part 2)”

“We have a RM program?”: Reaching Out to Users

Records management programs can provide great value to units and offices, assisting them with identifying, storing, and organizing their documents. However, to use these services, users have to be aware of them, and records management awareness­­–or lack thereof– can be a major stumbling block for a program.

Continue reading ““We have a RM program?”: Reaching Out to Users”

A (probably doomed) attempt to desensationalize Public Records reporting

So, I suspect that Journalists on a political beat pay more attention to potential changes in public records law than is warranted by public interest in the topic. This is not altogether surprising– Freedom of Information-like acts have a direct impact on journalists’ ability to do their jobs properly by collecting key information about the actions of state government and bureaucracy. Because of this impact on their livelihoods, however, stories about potential restrictions to public records access tend to be… um… a bit overexcited. We saw this on this very blog a few years ago with the Franklin County Brouhaha, and now we’re seeing it again closer to my own home with some stories about a change to retention schedules in Wisconsin.

On the one hand, great! Happy to see Public Records Law and retention scheduling in the news. On the other hand, both of these stories get a lot wrong about what is really going on in this situation. If only there were someone on a group blog who was informed about how Records Retention and Disposition worked in the State of Wisconsin…Hmm… Well, if there is such information I bet it’s past the jump.

FULL DISCLOSURE: I am technically an employee of the State of Wisconsin, and while the schedule mentioned in these stories does not apply to UW, I do work with the Public Records Board to approve our local schedules. Because of that position I am also not going to comment on the political implications of these retention changes. (Much.)

Continue reading “A (probably doomed) attempt to desensationalize Public Records reporting”

Joint Records Management RT and SNAP RT #snaprt Chat

On Thursday, December 3 at 8 pm ET, the SAA Students and New Archives Professionals Roundtable will be hosting a joint Twitter chat with the SAA Records Management Roundtable Steering Committee and its members. This chat will allow students and new archivists to gain knowledge about records management directly from those engaged in this work. Our goal is not only to introduce students to this field, but also to facilitate dialog and understanding among SNAPers and records management professionals of all experience levels.

We would like this chat to be as conversational as possible! SNAPers can engage in the chat by:

  • responding to main questions based on their own knowledge and experience
  • posing their own questions related to the main questions during the discussion
  • following up on others’ responses with their own thoughts and further questions

We welcome everyone to join or keep up with our chat using the #snaprt hashtag on Twitter. The SNAP Roundtable Twitter account will pose main questions such as:

  • How is the work of records managers different from archivists in various contexts, such as academia, government, and business?
  • What do records managers find most challenging about their work or this field?
  • What do records managers find most enjoyable and exciting about their own work or this field?
  • What conceptual knowledge and skills are important for students to develop and how should they go about pursuing them?
  • What personal goals related to records management are #snaprt chatters pursuing?

If you would like to have your discussion topic included in this chat, please send it to @SNAP_Roundtable on Twitter, submit it through the anonymous form on the SNAP RT chat webpage or e-mail it to ariadne.rehbein@gmail.com. Please see the SNAP RT chat webpage for more information about #snaprt Twitter chats.

Definition of Records Management based on the Federal definition:
Records management is the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved in the creation, maintenance and use, and disposition of information. Records management aims to achieve adequate and proper documentation of the policies and work of an organization and effective and economical management of operations.

Here some resources related to the SNAP and RM joint chat you may want to check out:

Getting Started on Records Scheduling

There was a post on SAA’s College and University Archives listserv (subscriber only, sorry) this week about a problem that is all too common in many of our institutions: The Archives is expected to keep *everything* and is not given sufficient guidance/resources to do so. The author of this post was new to SAA and wanted to see some examples of what schedules people are using for both permanent and temporary records, to give him, at least, some guidance on how to start managing the mess he inherited. Seems reasonable!

Lots of good advice and examples followed, including at least one person suggesting that this was an opportunity to advocate for more storage space! My own response, which I’m adapting for this post, is more along the lines of the famous aphorism: “Give a man a fire and he’s warm for a day; light a man on fire and he’s warm for the rest of his life.” (Wait… that’s not right. Apologies to the late great Terry Pratchett.) In other words, what should people be *thinking* about when they think about building out new records schedules?

Well, there could be (and are) whole courses on this topic. There are, in fact, proposed post series on this topic on this very blog. So this post is not so much a “comprehensive schedule-building how-to” as a “things to consider as you get started”. Even that could be way longer than I would like, so I’m going to try to shorten further by using bullet points. Ready? Follow me after the jump…

Continue reading “Getting Started on Records Scheduling”

Location, Location, Location: Where Does Your RM Program Live?

A question was posted recently to a college and university listserv: Where does your records management program report? What is your program’s administrative location? While many of the responses indicated that records management programs were still located in university archives, as would be expected in a college and university environment, some programs now report to general counsel, information technology, and business services units.

The variety of responses raised this question for me: what is the “best” place to manage your records program and develop relationships with stakeholders? Where can your records management program grow, thrive, and be the most effective for your organization?

Continue reading “Location, Location, Location: Where Does Your RM Program Live?”

FERPA, Defensible Deletion, and Newsaliens with Opinions

So! I meant to write a post about the shenanigans at University of Oregon. That moment passed because of procrastination. (Though you can read this post from Librarian Shipwreck that I wish I had written about it.)

THEN, I was going to write a post about Hillary Clinton’s email and the massive failure of records management happening there. Again, unfortunately, procrastination got the better of me. Besides, do we really need ANOTHER Hot Take on HRC’s email? (Though the tl;dr version of what I would have written there: STOP DOING THIS POLITICIANS, USE THE EMAIL SERVER WITH WHICH YOU ARE PROVIDED.)

Luckily, the New Republic helped me out with this piece on Yale deleting its admission records, so I DO have something topical to talk about after all! Lucky you (H/T Sam Winn):

You just got lawyered.

That was the takeaway from Yale Law School Dean Robert Post’s annual “State of the School” address last Tuesday. In frank terms, he explained that students who requested access to their educational records under the Family Education Rights and Privacy Act (FERPA) would no longer be receiving the fat file they expected. To avoid being forced to hand over a wide range of documents in response to a flood of recent student requests, the school had decided to destroy its student admissions evaluation records along with any notations made by the career development office in individual student files.

Help the RMRT build educational offerings for archivists!

[Crossposted from the RMRT listserv. If you’re reading this and know someone else who’d be interested in presenting or developing, send ’em our way!]

Happy new year! As mentioned in the most recent RMRT newsletter, one of the steering committee’s priorities for this year is to expand on the success of our October “Records Management for Archivists” webinar and increase the number and scope of educational offerings. To that end, we’re looking for help from you, our members, to share your knowledge and experience with the rest of the roundtable (and other interested SAA members) in the form of some webinars on more specialized topics. We’re already updating the 2-day workshop on Records Management for Archivists to be offered in March (see http://saa.archivists.org/events/records-management-for-archivists-1580/582/ for details), but as with the original webinar, we’re especially interested in producing content in that format to make educational materials available at relatively low cost  to a wider group of archivists/RMs on their own time.

So, at the moment we’re looking for a few things:

1) Content Presenters. We’re looking for people here who are interested in being the voice behind the webinars, which includes enough familiarity with the content to answer questions the day of the presentation. RMRT members would help put together the proposal to the Education Committee and provide assistance with program development (see below).  Some suggested topics we received include:

  • ​​Records Management Outreach and Training
  • Retention Schedule Development
  • Managing Active Electronic Records
  • Developing RM Policies
  • RM in specific settings (Educational, Business, etc.)

2) Content Developers. Anne Marie Phillips and I were helped greatly on the RM for Archivists webinar by Farrell and Christie’s contributions, and we would like to be able to offer the same assistance to any potential presenters. Possible tasks in this role include helping to write slides or other content, reviewing presentations for accuracy or clarity, providing a run-through audience, etc. This is a great way to get involved in the process if the presenter limelight isn’t for you.
3) Content Ideas. ​If you have questions about or expertise in a topic not mentioned above, we want to hear about it! Even if it’s just something you want to learn more about but don’t want to present on, let us know– we can always add to the above list in our call for presenters or developers.

Working on a webinar is a great way to get involved in SAA and the RMRT, add to your resume, and share your knowledge with your colleagues. If you are interested in contributing to any of the above three pools, please email me, Beth Cron, or Christie Peterson. We look forward to hearing from you!

Easy Listening: Archives and Records Management Podcasts

By now, many archivists have had the opportunity to listen to (or have at least heard of) More Podcast, Less Process, the excellent podcast series hosted by Jefferson Bailey of the Metropolitan New York Library Council (METRO) and Joshua Ranger of AudioVisual Preservation Solutions. Listening is a great way to stay abreast of trends in our field, and hear a little more about the all of the unique and inspiring projects our colleagues are working on. One of my favorite episodes is on the topic of shared services and institutional collaboration. Take a listen!

61250519f57d60b84847b5478861769cI recently discovered the IRMS Podcast Series a records management themed podcast produced by the UK’s Information and Records Management Society. Hosts Heather Jack and James Lappin discuss key records management trend and issues with leaders in the profession. Recent topics covered included automated intelligence, a SharePoint case study and even records management theory. I especially enjoyed listening to episode IRMS013 – Laurence Hart on trends in collaboration and records management software.

If anyone else knows of other podcasts that would be of interest to archivists and records managers, please share in the comments!