Asking a dyed-in-the-wool paper-person if they want to keep the paper is
asking for failure.  You have to give them solid reasons why they should
not keep it.

-  getting rid of the paper is one of the cost justification points
-  labor for continuing the filing
-  floor space for the filing equipment
-  filing equipment

GT

Graham Kitchen
Corporate Records Manager
Unified Western Grocers
5200 Sheila Street
Commerce, California 90040
Telephone:  (323)264-5200 Extension 4560
Cell:  (323)243-1865
email:  [log in to unmask] 

 

> -----Original Message-----
> From: Records Management Program 
> [mailto:[log in to unmask]] On Behalf Of Chris Flynn
> Sent: Monday, July 24, 2006 6:59 PM
> To: [log in to unmask]
> Subject: Re: active personnel files
> 
> It really pains me to say this, but Bill got this one right. 
> I recoomend
> also that you set a one year retentoin on the paper after 
> scanning. After
> one year go back to HR and seeif they still want to keep the 
> paper. If the
> manager still wants to keep it, keep it. There is an axiom in 
> the archival
> profession that might apply, nobody lives forever. Keepo the 
> records as long
> as the need exists and then take the opportunity to rid yorself of it.
> 
> Chris Flynn
> 
> Bill, how was the fishing?
> 
> -----Original Message-----
> From: Records Management Program 
> [mailto:[log in to unmask]]On Behalf
> Of Roach, Bill J.
> Sent: Monday, July 24, 2006 6:13 PM
> To: [log in to unmask]
> Subject: Re: [RM] active personnel files
> 
> 
> >>not to mention the additional labor required to continually add
> documents to these files.<<
> 
> First let me say I agree with Steve, ditch the paper.  
> However, if they
> are not ready to do it in the near term, I would suggest retaining the
> paper in an alternative filing system.  Instead of interfiling the
> paper, use a pre-scan endorser to identify each page.  File the new
> documents by batch date and scanning number.  If they need 
> the original,
> they simply give you the number.  Your filing is limited to 
> storing them
> in boxes.
> 
> Consider it the Bates Numbering solution for poor imaging practices.
> 
> Bill R
> 
> Bill Roach, CRM
> Enterprise EDMS Coordinator
> State of North Dakota
> ITD/Records Management
> 701-328-3589
> 
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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