In the past month, my focus has been on creating the RRS for Miracle Theatre Group. Since the concept of an RRS is new to MTG staff, including the Exec. Dir., and a traditional RRS format could be too daunting for them to easily implement, my focus has been to create a USEABLE retention schedule that MTG could easily integrate into their work flow. So instead of creating a document that would be hard for them to penetrate, I created a RRS that would be easier for them to comprehend. In an excel spreadsheet, the headers included Group, Retention Period (RP), Action After RP, Correlating Archive Schematic Series & Subseries, and Correlating Server Drives & Subfolder. I included that last two to help bridge the gap so that these would be more easily identifiable and easier to find.
The Groups (below) were based on functions group defined during legal requirements and considerations research in 2012 for an OR retail business which included nearly all relevant business functions of MTG. Research found that nonprofit status did not change any of these, including the additions of donations and grants. To fulfill the full spectrum of MTG records, I went through the MTG drives and archival scheme to determine any additional record groups that were then added into the RRS; nearly all off these were for cultural/legacy interests. I also moved groups to archives after retention for that reason when traditional RRS may destroy these.
However, before the RRS can be enacted, the MTG electronic records will need to be organized in the server across drives on the higher folder levels. The PPT presentation being given to MTG key staff and OMA liaison in early May will include best practices for working with eRecords, specifically titles, where to save etc., and why these changes need to happen. These were mostly based on reviewing their labeling, storing, and interaction with records in the eRecords Inventory (as well as working through the MTG archives).
Ideally, I think it will be easier and more consistent if one person does the reorganizing of the server drives since this will consist of mostly moving top folders from one drive to the other and renaming a few top folders for consistency. (I must admit its hard for me to not do this for them however due to time, that’s not possible.) If one person (such as the ED) cannot do all of the reorganizing of the server drives as laid out in a document I’ve been calling “MTG Drives – Reset,” I’m going to suggest that MTG staff members update the drives they each submitted screenshots. Except for Jose (ED) who sent me Y: Jefe and Z: Backup (& Archive), staff sent one unique drive each.
This weekend, I head over to OMA for the joint opening of the MTG collection as well as a local african dance company. I’ll be talking a little about the collection and the process that got us there. At the same time, I’m working on the grants and financials however these will actually be accessioned in separately from the collection series previously dropped off. In order for the collection to be open to the public, donor forms and contracts needed to be secured which state specifically what has been donated up to that moment. Since grants and financials were not done by then, I will continue on with these to be dropped off in June.
I actually had a great talk with the ED this morning about copyright and use contract that is part of the donor agreement but I’ll will keep that for another post. In the meantime, here’s an example of one record group from the RRS. After the OMA Log is the complete list of record groups, broken down by function and groupings outside of traditional functions.
Function Group: Grants & Fundraising
Record Group: Grant Applications
Retention: CY+5 years
After Retention: To OMA
In Archival Scheme: S11: Grants & Donations
In MTG Drive: V: Grants & Fundraising > FY09-FY15 Grants + > Grant Documents
OMA Log Week #35
Description of Activities:
- Completed MTG server drives reorganization for better preparedness for RRS, future archive additions, and space use.
- Completed first draft of RRS
- Completed first draft of MTG PPT presentation which includes best practices and next steps
- Continued working on grant collection for archive
Questions / Challenges:
- Making a clear exit strategy so that MTG has the resources and skills to move forward after gone
What to Work on for Next Time:
- Finalized RRS & Best Practices
- Continue with Grants
RRS Records Groups by Function:
Productions, Programs & Events
Articles (Reviews, not by MTG)
Actors Equity, ADA, etc
Outreach & Education
Grants & Fundraising
Workers Comp / Accidents & Injuries
Employee Medical Records
Benefit Plan Admin
IT (Information Technologies)
Hardware & Software + H&S Reference
Network & Computer Access
Third Party Discovery
Articles & Bylaws
Board Roles & Responsibilities
Business Organization & Incorp.
Goals, Missions, & Visions
Policies & Procedures
Litigation & Claims
Milagro Development Group
Permits / Government Compliance
Assessments & Appraisals
Property Rights & Permits
Executive Director Reports
Oversized Prints & Artwork
Electronic Record Storage
Praise & Appreciation