Best Practices and Compliance for Managing Electronic Records for Administrative Professionals

Agenda

Overview of Information vs. Records vs. Documents

• Defining the Information Hierarchy: Information, Documents, and Records
• Key Distinctions and Characteristics of Each Category
• Four Essential Characteristics That Define a Record: Authenticity, Reliability, Integrity, and Usability
• Practical Application: Insurance Policy Renewal Example
• Why These Distinctions Matter for Administrative Professionals

21st Century Information Types and Respective Challenges

• Email Management Challenges:
• Cloud Storage Platforms:
• Mobile Devices:
• Practical Examples for Each Information Type

Records Retention Best Practices

• Why Retention Schedules Matter: Legal Protection, Operational Efficiency, and Risk Management
• Core Components of a Retention Program
• Common Retention Periods and Trigger Events
• Best Practices: What to Do and What to Avoid
• Practical Scenario: Employee Personnel File Lifecycle

Information Security and Data Privacy 101

• Understanding the Difference Between Security and Privacy
• The CIA Triad: Confidentiality, Integrity, and Availability
• Common Security Threats (External and Internal)
• Administrative Professional's Security Responsibilities
• Data Privacy Fundamentals and PII Protection
• Privacy Principles: Collection Limitation, Minimization, and Accountability
• Practical Examples of Security Incidents and Privacy Protection

Public Records and Citizens' Requests for Same

• What Constitutes a Public Record
• Federal and State Public Records Laws (FOIA and State Equivalents)
• Common Exemptions to Disclosure
• The Public Records Request Process: Receipt Through Response
• Administrative Professional's Role Before, During, and After Requests
• Best Practices for Compliance and Common Pitfalls to Avoid
• Legal and Ethical Implications of Public Records Management

Key Technology Solutions for Information Management

• Overview of Six Essential Solution Categories:
• Building Your Technology Strategy: Assessment Through Sustainability
• The Importance of Integration and the Human Element
• Practical Implementation Considerations

Conclusion

• Key Takeaways and Your Role as Administrative Professionals
• Final Thoughts on Creating a Culture of Compliance
• Resources for Continuing Education and Professional Development

Credits

Faculty

Mark J. Fidel

Fidel Consulting Group

• Records Management Consultant and Principal, Applied Records Management
• More than 19 years of experience providing specialized records management consulting services to insurance agencies, law firms, healthcare providers, and financial institutions, with expertise in developing and implementing records management policies and procedures across diverse regulated industries
• Former attorney and commercial litigator with Modrall Sperling, admitted to the State Bar of New Mexico and U.S. District Court, providing legal expertise in commercial litigation, public finance, and regulatory compliance, with a deep understanding of records retention and discovery obligations
• Litigation support specialist with extensive experience managing discovery in record-intensive cases for law firms and corporate clients, including forensic acquisition and production of electronic documents, offering practical insight into e-discovery and legal hold procedures
• Eight years as a technology sales executive in vulnerability and threat management, leading enterprise sales for RiskSense, Inc. and Ivanti, Inc., specializing in cybersecurity solutions for State, Local, and Education (SLED) clients nationwide
• Former Executive Director at the Western States School of Banking, leading educational programming and compliance-focused training initiatives for the regulated banking sector
• Academic instructor in Business Law and Management, teaching courses in business law, personnel practices and the law, and management at New Mexico State University (MBA Program), New Mexico Highlands University, and Central New Mexico Community College
• Current and former board service includes Chair of the New Mexico Civil Legal Services Commission, CNM Ingenuity Board Chair, and membership on the Governor’s Economic Recovery Council and the New Mexico Judicial Information Systems Council, providing strategic perspective on public sector information governance and accountability