Lisa,
In the past year we have inventoried the SAP archive objects for our new SAP
system.  We also assigned the appropriate records retention code for each
object.  The archiving process creates files from each archive object.  Each
"file" is identified and entered into our Records Management database linked
to the preassigned retention code.

When we run our disposal notices in the future, these archive object files
will be included.  We will ask the appropriate records center manager (data
repository manager) to return the Destruction Notice(s) with signature and
date when the files have been deleted.

We are currently working through the inventory and records analysis process
with our Legacy Data System files to implement the same process.

We use the same functional records retention categories that we use for our
paper files - if they fit (same content, purpose etc.).  If not, we create a
new category.

This is working pretty well because we can apply and track the files as an
"object" - much like a box or folder.  However, to do the same with
individual documents - paper or electronic - really begs for a good Records
Management software and database.  It could be done, but in this internet
world of instant fixes and responses I don't think it will happen.  End user
training is the best strategy, but the result still depends on individual
implementation.

We are trying to wrap RIM around as many electronic processes as possible to
capture the high profile records because we the system in place to do this.
Then we will attack the ugly records - docs, email, etc.

Mary W. Haider, CRM
Records & Information Manager

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