As a former archivist at YaleUniversity, I had done the same with many
offices, deputizing staff across campus to be "para-archivists." In this
role, they were responsible for preparing records (archival as well as
non-permanent) for transfer to the Archives. This worked extremely well in
bulding strong relationships and in bolstering the credibility and
visibility of the University Archives.
 --Stephen Cohen

 On 11/16/05, Patrick Cunningham <[log in to unmask]> wrote:
>
> This is a fairly common issue in many organizations, not simply the
> small ones. In my organization, HR has "deputized" particular Records
> associates who are able to handle their files. (In effect, it is
> building a level of trust between HR and the associates who are given a
> more extensive briefing on confidentiality and the implications of
> breaching that with associate records.) Generally, this has been the
> more senior associates and supervisors. Our active HR files are
> maintained in another building and HR sends boxes of files to Records
> in sealed plastic tote boxes (the tote box is large enough to
> accomodate a standard records center carton). Generally the onsite
> retention for terminated associate files is several years so that helps
> to mitigate any curiosity factor that someone might have when
> terminated files show up. We process the files like all other files
> (index at the file level) and ship the boxes offsite (we do not put
> anything on our boxes but a bar code and we don't inform the records
> center of the box contents).
>
> HIPPA-protected documents are still closely held and associate
> investigations and complaints are not sent to Records.
>
> Much of this is about to change as our internal HR department is in the
> process of being treated as an outsourcing client by our HR outsourcing
> business. In effect, they will begin to look like any other client's HR
> department to us.
>
> Patrick Cunningham, CRM
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>



--
<><><><><><><><><><><><>
Stephen E. Cohen, MLIS
Project Manager
Forrest Solutions
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