Environment Management Office Processes and Procedures
Learn about the processes and guidelines followed by the Office of Environmental Management in Tallahassee, Florida. Explore topics such as document handling, storage states, user roles, directives, and frontend activities involved in managing paper and electronic records effectively.
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Presentation Transcript
EEDMS QA/QC PROCESS OFFICE OF ENVIRONMENTAL MANAGEMENT OFFICE Created: June 09 2009 Updated: June 21, 2016 OFFICE OF ENVIRONMENTAL MANAGEMENT TALLAHASSEE, FLORIDA
INTRODUCTION FDOT EEDMS What is it? Purpose USING THE FDOT EEDMS Handling Paper Documents QA/QC Process
DEFINITIONS DOCUMENT TYPES AND PROCESSING Paper Documents Electronic Documents STORAGE STATES IN THE EEDMS Pre-Archive (Working Copy) Archive (Official Record)
DEFINITIONS USERS Document Receptor/Owner Index Operator Quality Control Reviewer Retention Manager Application Coordinator Document Users
DIRECTIVES Form Attribution standards Document ownership File format Scanning density Documents Accessibility Paper records disposal FDOT Policies Project documentation disposal Form
Flow Chart FRONTENDACTIVITIES (RECORD OWNER) Flow Chart IDENTIFYING DOCUMENTS Who is responsible? RECORD EVALUATION TO DETERMINE THE DOCUMENT VALUE -Legal - Fiscal - Archival - Administrative HOW? - Is the record an FDOT property? - Is the record an Environmental Management Office (EMO) record? - Does the record belong in the Central Office? - Is the record vital to the organization? - Is the record needed for administrative reasons, such as to establish an audit trail, document fiscal activities, or for legal purposes? - Is the record needed for archival or historical purposes? - Is the record needed for research and/or statistical purposes? - Is the record of general public interest or does it have national impact? - Is the record of further value to anyone? Form Form Group/Type Group/Type
FRONTENDACTIVITIES (CONT.) PREPARING THE RECORDS STACK THE DOCUMENTS BY GROUPS KEEP TOGETHER THE RECORDS WHICH ARE LOGICALLY RELATED KEEP OR CIRCULATE DOCUMENTS NOT ELIGIBLE FOR ARCHIVING
Flow Chart SCANNING/IMPORTING (INDEX OPERATOR) Flow Chart TYPE OF RECORDS PAPER AND ELECTRONIC RECORDS ELECTRONIC RECORDS IMPORT AND PRE-ARCHIVE - Attribute -Check for Public Exemption - Save PAPER RECORDS DOCUMENT PREPARATION THE TEST DOCUMENT - First Document of the Day - Image and Printed Copies are Compared with Original, Problems Reported - Attribute, Check for Public Exemption and Pre-archive
Flow Chart SCANNING/IMPORTING (CONT.) Flow Chart PAPER RECORDS (CONT.) INITIAL STAGE OF QA/QC - Images must be Legible and Complete - Pages must be: Straight, Correctly Oriented and of the Same Size - Illegible Originals must be Marked as ILLEGIBLE PRE-ARCHIVE - Attribute - Check for Public Exemption - Save INITIATE PAPER RECORD DISPOSITION PROCESS - Fill in the Record Disposition Request (Form 050-020-06) - Attach the List of Records to be Disposed of - Send to Quality Control Reviewer for Approval
Flow Chart QA/QC (QUALITY CONTROL REVIEWER) Flow Chart QA/QC FINAL STAGE OF QA/QC - Review Attributes Attributes must be Right and as Complete as Possible - Image Quality The Quality Should be Acceptable -Records Retrievability Random Check ARCHIVE - Publish to the EEDMS (Archive) PAPER RECORD DISPOSAL APPROVAL -Get the Record Disposition Request (Form 050-020-06) Signed and Approved - Send to the Retention Manager for Final Disposal Processing
Flow Chart RETENTION MANAGEMENT Flow Chart RETENTION MANAGEMENT AND RECORDS DISPOSITION DISPOSITION OF PAPER RECORDS - Verify Projects or Contracts are closed - Have Paper Records Destroyed MANAGEMENT OF RETENTION PERIODS - Review Report of Expiring Retention Periods - Determine Records to Delete and Records to Keep Longer - Fill the Record disposition Request (Form 050-020-06) DISPOSITION OF ELECTRONIC RECORDS - Delete Electronic Records
ADDITIONAL INFORMATIONAND REFERENCES (UPDATED 8/11/2014) ONLINE TRAINING http://cbt.dot.state.fl.us/ois/EDMSWeb/cbt-EDMSWeb/default.htm REFERENCES EEDMS Policies and Procedures FDOT EEDMS Sharepoint Site EMO EEDMS QA/QC Documentation: EDMS Frequently Asked Questions Retention and Disposal Schedule State Wide Scanning & Indexing Contract - FDOT Policies 050-020-025-g: Records Management 325-000-002: Electronic Document Management System (EDMS) Requirements CONTACT INFORMATION Pete McGilvray or (850) 414-5330 Peter.McGilvray@dot.state.fl.us Dean Rogers (850) 414-5348 Dean.rogers@dot.state.fl.us
