I can see the pros and cons of each. On one hand, the mailroom is just
an administrative function, they sort, sometimes open, and deliver mail.
On the surface that really has little to do with records management and
may even contribute to the perception that records management is a lowly
"in the basement" function. 

On the other hand if capturing certain items as part of a workflow,
especially for imaging -- which will them become part of an EDMS system,
is part of the mix, then catching it in the mailroom certainly seems to
be the best point, but you will have to take all the other mailroom
duties like distributing all the other mail and metering outgoing mail,
which still will have little to do with RIM.

Personally, I'd rather not have to deal with a mailroom. I think I'd
push for the mailroom people to be taught which items should be captured
and pass just those items to the RIM dept, especially if the imaging
program is narrowly focused, like AP Invoices.

Nolene Sherman
Director of Records Management
Standard Pacific Homes
(949) 789-1668
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Cunningham, Ray
Sent: Wednesday, April 19, 2006 1:09 PM
To: [log in to unmask]
Subject: [RM] Should Mail be a part of Records Management?

Do you thing Mail should be a part of Records Management? What are your
opinions of this?
Is Mail a part of what a records manager should do??

Raymond K. Cunningham, Jr. CRM, CA
Manager of Records Services
Univeristy of Illinois Foundation
Urbana IL 61801

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