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Tribal Enrollment Records Management


Tribal enrollment records are some of the most important documents your tribe has. From reviewing records for consistency and accuracy to maintaining a storage system that is secure but also easy to use, itís imperative that your tribeís enrollment records management practices are sound. The mismanagement of enrollment records can lead to permanent data loss, which may have serious consequences for tribal members, applicants and the tribe as a whole.

This comprehensive two-day class will provide you with best practices for records storage, organization and retrieval methods. We'll discuss how to handle incomplete, inaccurate or inconsistent enrollment data, how to conduct an internal audit to diagnose issues before they become problems, and how to handle tribal enrollment politics. We'll also discuss best practices for handling deteriorating records and new technologies to digitize your enrollment data.

Protect your tribe's future by preserving these critical records - register today.


T O P I C S   I N C L U D E
Identifying Common Enrollment Records Problems
  • Inaccuracies
  • Missing paperwork and support materials
  • Security of enrollment
  • Keeping current
  • Addressing procedures and ordinance review
  • Modification and human error
  • Fragile media
  • Decentralized work locations
  • Inadequate policies and procedures
Principles of Records Management
  • Understanding the life cycle of records
  • Need for records management
  • Manager’s responsibilities
  • Classification of records
  • Benefits of a management system
  • Establishing management policy
Filing and File Management
  • Types of files
  • Specific filing techniques
  • Managing case and correspondence files
  • Manual and computerized file indexing
  • Setting up a uniform filing system
Records Retention and the Law
  • Storing and protecting records
  • Handling confidential records (protecting employees from identity theft)
  • Transferring records
  • Legal and regulatory policies
  • Compliance with federal regulations
  • Rights of tribal members
  • Who can request records?
  • Penalties/sanctions
Electronic Records Management
  • Automation technologies
  • Benefits of electronic management
  • Desktop and Web-based tools
  • Securing access to records
  • Searching, reporting, maintaining and other database features
  • Preventing loss of data during catastrophes
  • Supporting tribal government and administrative functions

 

    *Topics subject to change.
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