>>>> Please read the confidentiality statement below <<<<
In the legal industry, the use of chron files is gradually diminishing.
With electronic records and document management systems, files can be
searched any number of ways so no more need for duplicate recordkeeping.
If eliminating chron files makes you more efficient, does that not trump
the "needs" of the archivists? Long as your system is sound and they
have access, they should be able to adjust.
Gary L. Grieme
Records Manager
(612) 349-8538
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Leslie Knoblauch
Sent: Wednesday, November 09, 2005 8:26 AM
To: [log in to unmask]
Subject: University RM Question
Hello,
I am the first Records Manager at a small private college. I have been
conducting preliminary records surveys of the top administrative
offices. In my interviews/surveys the office staff has told me that they
want to cut down on the duplication of records stemming from them using
a chron file to hold correspondence and then also adding copies of this
same correspondence to the much larger and more heavily used subject
file. They have let me know that they do not find chron files easy to
use, especially for new staff, and are looking at phasing them out. My
initial thought was that they should do away with the chron file and
stick to using their subject files but the university archives
disagrees. What would you recommend in this situation? Should I
recommend that office staff continue to use two systems, one that they
find very difficult to use efficiently so that the archives can document
the history of their office more thoroughly or should I support the
offices transition away from chron files?
Any advice would be appreciated,
LK
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Thank you in advance for your cooperation.
Robins, Kaplan, Miller & Ciresi L.L.P.
http://www.rkmc.com
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