Electronic Records Retention

ElectronicRecordsRetentionOffice of Real EstateRecord Retention PolicyTraining

Electronic Records TrainingOverview1.2.3.4.5.Directory StructureFile NamingFile TypesConsultantsClose Out Process

Electronic Records TrainingDirectory StructureOrganizing the online files

Electronic Records PLANSCONSULTANTRELOCATIONBILL OF SALEPROPERTYMANAGEMENT

Electronic Records TrainingFolder Naming Projects will be setup bydistrict staffProject folders will benamed the SAME waythey are now PID CRS 76257 HAM 75-2.30

Electronic Records TrainingProject Folder The project folder willhave the followingfolders: ContractAdministration General Parcel Folders

Electronic Records TrainingContractAdministrationFolder This folder will contain alldocuments that arepertinent to FeeConsultants on a project.

Electronic Records TrainingGeneral Folder This folder will containdocuments pertinent tothe entire project.A subfolder for plans willbe located in this folder.

Electronic Records TrainingPlans Folder This folder will containproject plans.This may include right ofway plans, constructionplans, etc.These are projectspecific, not parcelspecific plans

Electronic Records TrainingParcel Folder Each Acquisition Parcelwill have a separatefolder.Each parcel folder will benamed: “Parcel xxx”Three digits will be usedin the parcel number.The parcel descriptor willnot be included (WL, T,etc.

Electronic Records TrainingInside the ParcelFolder All of the files that arerelevant to a specificparcel will be in thisfolder.Files from all disciplines,including title work,appraisal, acquisition,and closing.Relocation and propertymanagement parcels willhave separate subfoldersAgents will beresponsible for makingsure all of the documentsare here, at all times.

Electronic Records TrainingInside the ParcelFolder, continued Property Managementsub Folder Labeled as parcel number,“PM”For Example: 001PMRelocation parcel subfoldersBS parcel sub folders

Electronic Records TrainingFile NamingOrganization and continuity with a namingconvention

Electronic Records TrainingCategories of files Three File categories: Project Specific files Standardized Formsfrom the web Non-Standardizeddocuments

Electronic Records TrainingProject Specific Files These files should benamed descriptively.The type or nature of thedocument should belisted followed by a briefdescription.These files would besaved to the GeneralFolder or ContractAdministration Folder

Electronic Records TrainingStandardized formsfrom the web Documents from theODOT website:Three digit parcelnumberDocument name (usethe default name for thedocument)Example: Title report onParcel 1 001 RE 46 Title report

Electronic Records TrainingNon-Standardizeddocuments Documents not from theODOT website:Three digit parcelnumberType of document Date of the document Letter, memo, email, etc.Formatted MMDDYYi.e. April 13, 2012 would be041312Additional description ofthe documentExample: 001 Letter 041312 to Ownerabout drainage

Electronic Records TrainingElectronic FilesWorking Location Electronic files are to becreated and maintainedat all times on the sharedreal estate drive in theappropriate location.This means from start tofinish they are on theshared drive.Electronic files should notbe stored on yourdesktop or in your W:\ Moving files over when youare “ready” is notacceptable.

Electronic Records TrainingFile TypesHow should this be saved?

Electronic Records TrainingFile types The vast majority ofworking files will be Wordor Excel documents.Documents that havebeen physically signedshould be scanned andsaved as .pdf

Electronic Records TrainingFile typesContinued Images or pictures shouldalso be saved whennecessary Typically .jpgEmail messages can besaved, but should besaved as .pdf .msg files should NEVER besaved into parcel files.

Electronic Records TrainingConsultantsWhat to do with their work?

Electronic Records TrainingFee Consultants The work product mustbe saved to the parcelfile as it is received.Consultants should bescoped to provide theirwork product inelectronic form andnamed correctly.

Electronic Records TrainingClose Out ProcessYes, you can hit delete.

Electronic Records TrainingClose Out Process Once a document iscompleted, and futureediting is not desirable, itshould be saved as .pdfThe working documentcan be deletedFor Example, an agentwould prepare thecontract as a worddocument. Once it isexecuted, it could bescanned and the wordfile deleted

Electronic Records TrainingW9 & VIF W9 forms and VendorInformation Forms, shouldNEVERbe scanned or savedelectronically. Once entered in the system,they should be collected forshredding.

Electronic Records TrainingShredding As per Office of Real EstatePolicy, all documents thatmust be shredded should besent to Dwight Neely inOffice Services for shreddingand disposal.

Electronic Records TrainingClosed File Process Onceall parcels have closed the projectis moved from the “Active” Folder to“Closed” Folder. Transmittal CDNotice generated and sentis burned and sent with Transmittal

Sample Transmittal LetterPROJECT CLOSEOUT MEMOTO: Donna F. Stewart, Records Management Supervisor, Office of Real EstateFROM: (name) District Real Estate AdministratorBY: (name) Realty Specialist ManagerCC: Nancy Courtney, Office of AccountingDATE:SUBJECT: PROJECT CLOSEOUT (County/Route/ Section, PID)The following project is closed and has been moved from the active folder tothe closed folder. Also included is a CD with the project information. This CD willbe stored in Real Estate Records.ENCUMBRANCES-(insert description of the encumbrances that can be closedout and those that need to say open)County/Route/Section, PID(List closed parcels)

Electronic Records TrainingRailroad and Federal/Stategovernment parcels. Parcelsacquired by Central Office whereODOT does not have eminent domainauthority. Central Office staff enter all informationregarding negotiations, instruments, closingand recordings into “Active File”District enters all other information.Once CO staff closes parcel- paper file issent to District.District responsible for close-out procedure.

Electronic Records TrainingHow Does this look on mycomputer? RealEstate Acquisition

Electronic Records TrainingQuestions and DiscussionWhat’s on your mind?

Consultants on a project. Electronic Records Training . General Folder . The following project is closed and has been moved from the active folder to the closed folder. Also included is a CD with the project information. This CD will be stored in Real Estate Records.