By Erica Wilson, Government Information Analyst
On December 5, analysts Michael Reagor and Erica Wilson traveled to the City of Krum, Texas to provide records management training. The City of Krum is located 47 miles northwest of Dallas in Denton County and was named after a railroad employee of The Gulf, Colorado and Santa Fe Railroad when the company laid tracks across Denton County in the mid 1880s.
First of all, could the people of Krum be any nicer? Not likely. Our hosts at City Hall were warm, welcoming, and willing to learn (not to mention, they put out one of the best spreads of doughnuts we’ve ever seen at a training!) In the morning, Erica taught Records Management Basics and covered topics such as the Local Government Records Act, the importance of taking an inventory, and the proper disposition of different types of records. Class participants were given a records analysis exercise, wherein they examined different documents and determined where they would be classified in Local Schedule GR. The activity provided a valuable lesson: sometimes a record is not what it seems to be at first glance. There was also a good deal of discussion on the proper way to care for records to ensure that they are protected – after all, the reason we do this is to ensure that history is documented and people’s rights are protected.
After lunch, Michael lead the class through the complicated world of e-records in Managing Electronic Records. Topics ranged from organizing shared drives and email folders to imaging rules and best practices. A good point was raised while discussing ways to create a folder structure for your email – a class participant just couldn’t envision managing his emails by records series since his job largely focused on long-term projects; thus, it made more sense to him to keep every record concerning a certain project – whether it was about a contract, procedures, or plans – in a single folder. This debate illustrated a hard truth about records management: there is no one-size-fits-all solution for everyone. Records management is a constantly evolving field, and we are always looking for new ways to improve the approaches we use to handle the considerable challenges. We love being able to do these trainings because not only are we able to share our knowledge, but we’re also able to learn about other techniques that people are using.
We would like to thank Chris Speights for arranging the training and all of the people we met in Krum for being such gracious and friendly hosts!
Analysts are available to provide training in regions across Texas for groups of 30 or more. If you would like to host a regional training event in your area, please contact us at (512) 463-7610 or firstname.lastname@example.org. Be sure to visit our website for a list of upcoming training.