<div dir="ltr"><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">As a city employee, you would to keep in mind that your records need to be retained according to their retention schedule. You can find that on our website here: </span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class=""><br></span></p><p align="justify" style="background-color:rgb(245,245,245)"><span class=""><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif"><a href="http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_200.html">http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_200.html</a></font><br></span></p><p align="justify" style="background-color:rgb(245,245,245)"><span class=""><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif">One might argue that following this schedule would directly influence how you organize those records. Please feel free to contact me if you have any other questions. Thanks!</font></span></p><p align="justify" style="background-color:rgb(245,245,245)"><span class=""><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif">Stephanie Clark</font></span></p><p align="justify" style="background-color:rgb(245,245,245)"><span class=""><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif">Oregon State Archives</font></span></p><p align="justify" style="background-color:rgb(245,245,245)"><span class=""><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif">503-378-8161</font></span></p><p align="justify" style="background-color:rgb(245,245,245)"><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif"><a href="mailto:stephanie.clark@state.or.us">stephanie.clark@state.or.us</a></font></p><p align="justify" style="background-color:rgb(245,245,245)"><font color="#000000" face="Lato, Helvetica Neue, Helvetica, Arial, sans-serif"><b><br></b></font></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class=""><b>166-200-0280</b></span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class=""><b>Library</b></span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">Library documents the operations and management of the city’s public library.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(1) Accession Records (166-200-0065(1)) — Minimum retention: Until superseded or obsolete.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(2) Borrower Registration Records (166-200-0065(2)) — Minimum retention: Until superseded or 1 year after expiration or non-use.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(3) Catalogs (166-200-0065(3)) — Minimum retention: Until superseded or obsolete.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(4) Circulation Records (166-200-0065(4)) — Minimum retention: Until superseded or obsolete.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(5) Inter-Library Loan Records (166-200-0065(5)) — Minimum retention: 6 months after materials returned to owner library.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(6) Master Shelf Lists/Inventories (166-200-0065(9)) — Minimum retention: Until superseded or obsolete.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">(7) Overdue Book Records (166-200-0065(11)) — Minimum retention: Until materials returned or debts reconciled or deemed uncollectible.</span></p><p align="justify" style="color:rgb(0,0,0);font-family:Lato,'Helvetica Neue',Helvetica,Arial,sans-serif;font-size:13px;background-color:rgb(245,245,245)"><span class="">Stat. Auth.: ORS 192 & 357 <br></span><span class="">Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895 <br></span><span class="">Hist.: OSA 2-2014, f. & cert. ef. 8-7-14</span></p></div><div class="gmail_extra"><br><div class="gmail_quote">On Tue, May 5, 2015 at 12:01 PM, <span dir="ltr"><<a href="mailto:libs-or-request@listsmart.osl.state.or.us" target="_blank">libs-or-request@listsmart.osl.state.or.us</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">Send Libs-Or mailing list submissions to<br>
<a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a><br>
<br>
To subscribe or unsubscribe via the World Wide Web, visit<br>
<a href="http://listsmart.osl.state.or.us/mailman/listinfo/libs-or" target="_blank">http://listsmart.osl.state.or.us/mailman/listinfo/libs-or</a><br>
or, via email, send a message with subject or body 'help' to<br>
<a href="mailto:libs-or-request@listsmart.osl.state.or.us">libs-or-request@listsmart.osl.state.or.us</a><br>
<br>
You can reach the person managing the list at<br>
<a href="mailto:libs-or-owner@listsmart.osl.state.or.us">libs-or-owner@listsmart.osl.state.or.us</a><br>
<br>
When replying, please edit your Subject line so it is more specific<br>
than "Re: Contents of Libs-Or digest..."<br>
<br>
<br>
You can examine full text of list messages in the relevant month's archive at:<br>
<br>
<a href="http://listsmart.osl.state.or.us/pipermail/libs-or/" target="_blank">http://listsmart.osl.state.or.us/pipermail/libs-or/</a><br>
<br>
Today's Topics:<br>
<br>
1. Re: Classification Scheme for your staff Computer Files?<br>
(ALEXANDER Margaret)<br>
2. Library Prom Returns May 16th! (SLIM-OR SCALA)<br>
<br>
<br>
----------------------------------------------------------------------<br>
<br>
Message: 1<br>
Date: Mon, 4 May 2015 14:40:43 -0700<br>
From: ALEXANDER Margaret <<a href="mailto:Margaret.Alexander@ci.eugene.or.us">Margaret.Alexander@ci.eugene.or.us</a>><br>
To: "<a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a>"<br>
<<a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a>><br>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer<br>
Files?<br>
Message-ID:<br>
<<a href="mailto:813A01DF90DA7C4489F0AFC875D9964601377C8D6ED9@cesrv011.eugene1.net">813A01DF90DA7C4489F0AFC875D9964601377C8D6ED9@cesrv011.eugene1.net</a>><br>
Content-Type: text/plain; charset="us-ascii"<br>
<br>
FWIW, here's what we are doing at Eugene. We also ask folks not to store anything on local machines. Only the servers are backed up. Each user also has a User folder for their pre-shareable working files. We ask people periodically to remove outdated files. We do use file name conventions for Minutes and other sequential files.<br>
<br>
Old Shared server org:<br>
[cid:image005.jpg@01D08678.4CBBD4C0]<br>
<br>
And Intranet (where we are trying to keep most information these days) top level structure:<br>
[cid:image006.jpg@01D08678.4CBBD4C0]<br>
<br>
Classifications from the Shared files mostly still exist, but have been relegated to logical structural paths under the bigger topic headings on the intranet. It's not perfect, and it continues to evolve, but it's not quite the Wild West that it used to be.<br>
<br>
-Margaret<br>
<br>
~~~~~~~~~~~~<br>
Margaret Alexander<br>
Library Manager, Technology & Facilities<br>
Eugene Public Library<br>
100 w. 10th Ave<br>
Eugene, OR<br>
<a href="tel:541-682-6015" value="+15416826015">541-682-6015</a><br>
<br>
<br>
<br>
From: Libs-Or [mailto:<a href="mailto:libs-or-bounces@listsmart.osl.state.or.us">libs-or-bounces@listsmart.osl.state.or.us</a>] On Behalf Of John Goodyear<br>
Sent: Monday, May 4, 2015 1:34 PM<br>
To: Sue Ludington; <a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a><br>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer Files?<br>
<br>
Alright, I think this should be safe to do. Here's a screen capture of our file storage top level directory structure. Of course we aren't public facing the way most of you are so ours will probably be more administrative, but the principles should hold up. There's no absolute right or wrong but the proof is in the useability.<br>
<br>
First rule is NOTHING lives on a workstation. It's okay to compose there but it quickly needs to move to common ground. That is one of my pet peeves, no excuse. NOTHING NOTHING NOTHING.<br>
<br>
The second object is to NOT base these on workflows. I don't know my admin assistants' workflow that well and when she followed that pattern I could never find anything. Now that she's gone I'm glad we cleaned up. My concept is to pretend it's all for a novice with no preconceived idea of where to look. Base it on functional areas, think of it as an index or TOC. If you want to build a workflow folder, that can be done with shortcuts to the files you want to include.<br>
<br>
Notice there is an Office Template folder. All the departmental MS Office templates are supposed to be there, and then Office programs are pointed there to find the templates.<br>
<br>
Even though there is a Personnel folder, that's not the secret stuff, just the publicly available info.<br>
<br>
We also have a separate archival section that more or less mirrors this structure. We move old business there to preserve it and get it out of the immediate working area. I often lament that our historical files don't go back that far. I intend to keep about everything digitally. If we have project time I'd like to scan old (2003 and before) documents for digital storage. And there's oddball stuff, files that float to the top level for lac of attention or obvious home.<br>
<br>
Hopefully this will help.<br>
<br>
<br>
<br>
<br>
<br>
John Goodyear<br>
<br>
CCRLS<br>
<br>
<a href="tel:503-315-4584" value="+15033154584">503-315-4584</a><br>
<br>
<a href="http://www.ccrls.org" target="_blank">www.ccrls.org</a><<a href="http://www.ccrls.org" target="_blank">http://www.ccrls.org</a>><br>
<br>
From: Libs-Or [mailto:<a href="mailto:libs-or-bounces@listsmart.osl.state.or.us">libs-or-bounces@listsmart.osl.state.or.us</a>] On Behalf Of John Goodyear<br>
Sent: Monday, May 04, 2015 12:00 PM<br>
To: <a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a><mailto:<a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a>><br>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer Files?<br>
<br>
We have put A LOT of effort in to that Adam. Would be glad to show you and discuss.<br>
<br>
<br>
<br>
John Goodyear<br>
<br>
CCRLS<br>
<br>
<a href="tel:503-315-4584" value="+15033154584">503-315-4584</a><br>
<br>
<a href="http://www.ccrls.org" target="_blank">www.ccrls.org</a><<a href="http://www.ccrls.org" target="_blank">http://www.ccrls.org</a>><br>
On 5/4/2015 11:49 AM, Adam Carlson wrote:<br>
Hello,<br>
<br>
Our library has a shared networked drive for staff. It includes thousands of files that we all use and share with each other. It is, however, in need of better organization. We often times find ourselves searching high and low for a file that we know is on the shared drive, but we cannot find. Or we end up finding multiple versions of the same file in different locations.<br>
<br>
At a staff meeting the other day we were recognizing that we need to try to come up with a better way of organizing staff files. Librarians should be great at coming up with a "classification scheme" for this.<br>
<br>
We will, of course, be brainstorming and researching this. But we thought we would ask all of you. Do you have any ideas on good ways to organize staff files? Are there ways that have worked well or not for you in the past? Are there file naming conventions you have used that help? Has this topic been covered in previous posts? Are there any articles or websites you would recommend on this topic?<br>
<br>
Thank you for any ideas you might have,<br>
<br>
Adam Carlson<br>
Circulation Supervisor<br>
McMinnville Public Library<br>
<a href="tel:%28503%29%20435-5556" value="+15034355556">(503) 435-5556</a><br>
<br>
<br>
<br>
<br>
<br>
<br>
_____________________________________________________<br>
<br>
Libs-Or mailing list<br>
<br>
<a href="mailto:Libs-Or@listsmart.osl.state.or.us">Libs-Or@listsmart.osl.state.or.us</a><mailto:<a href="mailto:Libs-Or@listsmart.osl.state.or.us">Libs-Or@listsmart.osl.state.or.us</a>><br>
<br>
<a href="http://listsmart.osl.state.or.us/mailman/listinfo/libs-or" target="_blank">http://listsmart.osl.state.or.us/mailman/listinfo/libs-or</a><br>
<br>
Hosted by the Oregon State Library. The Library is not responsible for content.<br>
<br>
Questions related to message content should be directed to list owner(s) or the sender of the message, by phone or email.<br>
<br>
Technical questions? Call <a href="tel:503-378-8800" value="+15033788800">503-378-8800</a>.<br>
<br>
<br>
-------------- next part --------------<br>
An HTML attachment was scrubbed...<br>
URL: <<a href="http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0001.html" target="_blank">http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0001.html</a>><br>
-------------- next part --------------<br>
A non-text attachment was scrubbed...<br>
Name: image005.jpg<br>
Type: image/jpeg<br>
Size: 26296 bytes<br>
Desc: image005.jpg<br>
URL: <<a href="http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0002.jpg" target="_blank">http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0002.jpg</a>><br>
-------------- next part --------------<br>
A non-text attachment was scrubbed...<br>
Name: image006.jpg<br>
Type: image/jpeg<br>
Size: 5936 bytes<br>
Desc: image006.jpg<br>
URL: <<a href="http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0003.jpg" target="_blank">http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150504/0257c029/attachment-0003.jpg</a>><br>
<br>
------------------------------<br>
<br>
Message: 2<br>
Date: Tue, 5 May 2015 11:41:52 -0700<br>
From: SLIM-OR SCALA <<a href="mailto:slimorscala@gmail.com">slimorscala@gmail.com</a>><br>
To: libs-or <<a href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a>><br>
Subject: [Libs-Or] Library Prom Returns May 16th!<br>
Message-ID:<br>
<CALffRGwOY+vYfBnHJM5_vVcd979ov90Z=WwBKNxaK=Gk=VP=<a href="mailto:xg@mail.gmail.com">xg@mail.gmail.com</a>><br>
Content-Type: text/plain; charset="utf-8"<br>
<br>
Hello, Library Community!<br>
<br>
Do you want to go to prom with us? We'll already be there, but all of you<br>
are invited!<br>
<br>
The 2015 Library Prom is a fundraising event for Oregon's Student Chapter<br>
of ALA (SCALA) for Emporia State University. It is SCALA's privilege to<br>
invite you, our fellow members of the library community. Details are below,<br>
and click the EventBrite link for more info.<br>
<br>
Presale tickets are just $10! Get them now!<br>
<br>
2015 Library Prom<br>
Saturday, May 16, 2015 from 7:00 PM to 10:00 PM (PDT)<br>
Portland, OR<br>
<br>
All fun to be held at...<br>
Q Center<br>
4115 North Mississippi Avenue<br>
Portland, OR 97217<br>
<br>
<a href="http://www.eventbrite.com/e/2015-library-prom-tickets-16272877615?aff=eac2" target="_blank">http://www.eventbrite.com/e/2015-library-prom-tickets-16272877615?aff=eac2</a><br>
<br>
Hope to see you there!<br>
<br>
Jennifer Rogers<br>
Oregon SCALA President<br>
<br>
"Like" SLIM Oregon SCALA on Facebook: <a href="https://facebook.com/slimorscala" target="_blank">https://facebook.com/slimorscala</a><br>
Follow us on Twitter: @slimorscala<br>
Check out our blog: <a href="http://esuscalaor.wordpress.com" target="_blank">http://esuscalaor.wordpress.com</a><br>
-------------- next part --------------<br>
An HTML attachment was scrubbed...<br>
URL: <<a href="http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150505/a03a74f8/attachment-0001.html" target="_blank">http://listsmart.osl.state.or.us/pipermail/libs-or/attachments/20150505/a03a74f8/attachment-0001.html</a>><br>
<br>
------------------------------<br>
<br>
Subject: Digest Footer<br>
<br>
_______________________________________________<br>
Libs-Or mailing list<br>
<a href="mailto:Libs-Or@listsmart.osl.state.or.us">Libs-Or@listsmart.osl.state.or.us</a><br>
<a href="http://listsmart.osl.state.or.us/mailman/listinfo/libs-or" target="_blank">http://listsmart.osl.state.or.us/mailman/listinfo/libs-or</a><br>
<br>
<br>
------------------------------<br>
<br>
End of Libs-Or Digest, Vol 147, Issue 8<br>
***************************************<br>
</blockquote></div><br></div>