We are working to create a records management training program for new employees. Hoping to train them on how to do things correctly from the start rather than trying to undo what they learn from people with no records management experience once they're in their department for a while. Has anyone else done this?
Training for new employees
I have conducted training for our employees here in the City of Kent, Washington.
I was never really trained on it. I agree there should be a proper training for new employees.
Sorry I can not help with this one.
Good to hear! I am glad to provide you with training material. Please contact me at tsrinivasa@king.ca (OR) reach me at (905) 833-4072
I have the powerpoint I did at the IIMC conference in Portland for other Clerks. I also have one that I use to train my employees internally. I try to do it once a year.
You can send me an email to: rcantin@ci.alamogordo.nm.us and I would be happy to share all I have with anyone who can use it.
Record managment is an important function. We train new staff and reinforce the rules often, such as what records should be retained,and the period of time, per state law, and how to save the document electronically in a consistent format for effieciency in archiving and retrieval. We also dicuss an emergency action plan, how to provide quick access to data in an emergency.
I have been viewing the forum on regarding training on records management for new staff. I would be very interested in receiving some material and pointers you may have. We have done a high-level power point for Directors. We have also done archiving instructions for the entire organization. I would be happy to share the archiving instructions. Although it sounds like your organizations are way ahead in developing resources! email: kfichter@osoyoos.ca
I too am working to develop a training session for our employees. I would be very interested as well to gain from the knowledge and experience others.
Great to see all the responses. To those involved in this thread now - you can use the attach button (paperclip) to attach a PDF or other file so everyone can take a look.
I would be very interested in learning more about this training. I am a new clerk of only 2 years and the former clerk passed away, so there wasn't any training for me. Also it looks like the former clerk kept everything, so I am overwhelmed with records. Thank you so much.
I would also like to see the responses as I have not set up any training for staff and before I retire would very much like to have something in place and people trained. If you could attach the information it would be very helpful. Thank you.
Julia, I personally came up with a full training presentation for employees here with the City. I reached out the the Executive team and communicated my intention of training everyone in the City. This was welcomed by the Mayor and her team and led to it being communicated that the training was mandatory fun that everyone had to attend. It even helped that I gave out $5 Starbuck's cards to those who participated in the training by answering questions.
We have semi-regular training opportunities offered by the State. We send employees to those in groups so they stay on top of the laws and gudelines for good records management for their particular type of records. We have also brought in knowledgeable folks from various agencies that offer this type of training.
Hi Julia, I hope when you have received assistance you will share, as I am on the same ship! A complete training material including TOMRMS would be a blessing.
We ask for a representative directly from the Local Archives Commission who comes in and does personal training and group seminars, as well as frequent checking and assisting when new files get added.
We send our folks to training pretty regularly. The Washington State Archives office offers free trainings off and on and our insurance authority also reimburses us for registration for trainings on the subkect that we have to pay for. We have also had our Insurance Authroirity provide trainign on public records and open public meetings act.
We are in the state of Illinois and our state office of the Secretary of State handles archives - which includes records management for local governments. They help us to categorize the types of records we keep, teach us which records to keep, tell us how to store and when we can destroy. Does you state have such a system. In Illinois we have local representatives that come out to assist the local governments in their Application of Records Management and requests to destroy. They are very helpful and our Township Clerk's of Illinois Division of Township Officials of Illinois has them do an educational program every couple of years.
This is a wonderful idea. I wish it had been implemented here many years ago. I came into a horrible mess. I think the first step is teaching everyone how to read the retention schedule because it is so confusion. This step alone will make the process easier.
Written policies and procedures are the first step, then go through these with the new employee. Train new hires on how to use the Municipal Retention Schedule in your state -- I find the online version much easier to use than the hard copy, which can easily be out-of-date. We scan everything and only keep a few hard copies (contracts, ordinances, resolutions, minutes) so a new hire has to learn how to use the scanner and how to set up folders and files in the online database. A formal training session or two is probably a good idea rather than doling the information out in bits and pieces (the way I got it).