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======================== Pre-Merger Address Used ========================
This email was sent to your pre-merger Fujisawa/Yamanouchi address.
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new @???.astellas.com email address.
This address will stop accepting email on October 31st 2005, the sender
has also been notified.
For questions or support please contact the IT Help Desk x8957
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Clint,
We do have a track record and a process for identifying the record
series/retention period of any records that are committed to our FileNet
repository and a process for handling disposition. The indexes are
applied at the time the documents are committed. The staff training
time for the departments who are involved has been minimal.
We have now been through our 4th or 5th disposition process and find it
works very well. We actually handle the entire process electronically
via email (since we don't have a programming staff to write fancy
interfaces for us!!).
When documents are eligible for disposition, the FileNet administrator
runs the queries to produce the. I send a copy of that list to the
departmental records coordinator who reviews the list. Any documents
that should not be deleted are listed by document ID along with the
reason. The departmental manager explicitly approves disposition of the
other records in the email reply. After the exception information as
well as the approval is logged, the FileNet administrator deletes the
records.
For the last year, I have kept statistics on the growth of our network.
I track email, regular electronic docs and FileNet. The growth for
everything but FileNet (AKA "managed storage") is over 20%. The FileNet
growth is basically flat. Having these stats makes a strong case for
"managed storage". We hope to get funding to help us acquire even more
sophisticated tools.
Although we would love to have a more "automated process", we are
pleased with the progress we have made.
I will be happy to discuss this further with you if I have not
thoroughly answered your questions.
Mary Hilliard, CRM
Records Management Officer, UT System Administration
210 West 6th Street
Austin, Texas 78701
512-499-4557
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jory, Clint
Sent: Monday, October 10, 2005 11:43 PM
To: [log in to unmask]
Subject: Sentencing electronic records
Hi there, I'm an Australian listserv lurker who is making his first post
to the listserv. I have over 25 years experience in the records
management field and am currently working for the Australian Federal
Police in the Information Service Delivery component of the
organisation. Part of my current role is as a member of the AFP EDRMS
project team.
We are struggling with the concept for sentencing/disposition of
electronic records and how the EDRMS should be set-up to best cater for
this aspect of record life cycle/continuum management.
Now to my question.
Should electronic files/folders be linked to disposal authorities on
creation (given you probably will need to review this later) and does
this save time and effort when it comes to reviewing records when they
become due for destruction/transfer?
Is anyone linking function/activity metadata to electronic files/folders
and is assisting in the sentencing/final disposition process?
Does the amount of user training in recordkeeping (and possible
associated pain) equate to savings when it comes to sentencing/final
disposition?
Has anyone automated the process for sentencing/disposition records? and
how is this working?
I would appreciate any information/stories that people have regarding
their experiences with this issue. Replies off-list will be gratefully
received and I can compile a complete list of responses to be posted
later. I apologise if this issue has been dealt with in the recent past
but I had no luck when I searched the list archives.
Thanks
Clint Jory
Team Leader
Electronic Records
Information Management
Australian Federal Police
Ph: 02 6223 3390
Ph: 163 390 (internal)
email: [log in to unmask] <mailto:[log in to unmask]>
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