Carolyn

If you need some ammunition to help convince the users why shared folders
are not always a good idea, I humbly recommend the National Archives of
Australia Advice called "Using shared folders in conjunction with a
recordkeeping system" at
http://www.naa.gov.au/recordkeeping/rkpubs/advices/advice70.html.

It also provides some very general advice on what you can do to manage the
shared drives.

John Lovejoy
[log in to unmask]
I speak for me, not for them - but I was responsible for preparing this
particular document

-----Original Message-----
From: many4631802 [mailto:[log in to unmask]]
Sent: Tuesday, March 07, 2006 4:32 AM
To: [log in to unmask]
Subject: [RM] Migrating Data/Backfile into DM/RM System


Hello everyone.  I have a little dilemma that I'm hoping that I can get a
feedback from the list on.  

About a year ago my company installed an document/records management
software to 1) help manage the growth of electronic documents and our
network drives; 2) to locate documents more readily; and 3)to be able to
manage according to our RM policies. 

The system does contain the agency's file plan and staff are forced to
profile documents once they hit the "save" button, which is great. The
problem-there are several network drives (from c-p that currently holds and
enormous amount of data.  I need to put together a plan to migrate that data
(backfile as you will) into the DM/RM system. My initial thoughts are to
take the smaller drives first, give the department approximately 30 days to
move the data, delete the garbage (i.e., it's a birthday party, etc)  and
move relevant business documents into the dm/rm system and then delete or
remove access to the drive. For larger drives allow roughly 3-6 months for
cleanup.

Another approach could possibly be to go department by department and remove
access (by department as they clean up their information). Here again,
allowing approximately 3-6 months for this process.

My opinion either way, there will be quite a bit of resistance but I'm not
sure which would be more effective.  Any suggestions from the group?? 

Thanks for your help.

 CWilliams
Records Management Office

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