ask Bill Roach how to do it


>From: Bruce White <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Date: Wed, 17 Jan 2007 15:36:16 -0600
>
>On 1/17/07, Schildmeyer <[log in to unmask]> wrote:
>>It's the troublesome third category that I think your compatriots are
>talking about: information that requires some intelligence - human or
>>machine - to make a determination that it does or does not qualify as a
>company "record."  This is information that is generated from a >variety of
>sources, but must at some time hit one of those diamond-shaped decision
>boxes on your flowchart that asks: "Is this a record >or not?"  It then
>branches into two or three different processes, "yes", "no", or "maybe". 
>(Or
>"It depends" in listserv parlance.)  The things >that are "records" then
>need to have consistent approved retention and disposition rules applied to
>them by the system.
>
>Greg (and Steve),
>
>An excellent observation.  We were attempting to resolve this challenge at
>my former company as part of the ECM implementation.  In our environment
>"documents" (a term I use somewhat loosely) are typically developed using
>collaborative tool such as SharePoint, E-room or maybe (God forbid) e-mail.
>These are typically out of the auspices of the Records Management
>group/team.
>
>At some point during the process the document is declared a "record" and
>dropped into the repository (Documentum) with retention and disposition
>rules assigned.   Determining that point for some records, such as invoices
>(either receipt or payment) or contracts (signature or effective date) is
>pretty straightforward.  It is other types, such are account ledgers,
>project files, etc. that can be a problem.  And then there's e-mail, 
>another
>challenge altogether.
>
>Based on my experience, if your business processes are already mapped out
>then making the determination is much easier.  If not, then someone is 
>going
>to have make the decision, either using a "cheat sheet" or, in my
>former employer's case, reviewing each record series and making a "best
>guess" when the event happens; not an easy task.
>
>--
>Bruce L. White, CRM, PMP
>Houston, TX
>e-mail: [log in to unmask]
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance

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