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I believe in grouping records into large series for retention policy
development and management purposes. Personnel Files; Equipment History
Files; etc.
In the description field define the usage and system(s), data set
titles, servers, workflow info, etc. Define ownership in the
appropriate field.
I do not believe legislation has a lot to do with it. Set your
policies (admin, fiscal, regulatory, legal, historic) for the record
series (SERIES) and go with it.
Recently I saw some retention policies from a colleague's organization.
I was shocked to see they still used 1960's style RIM proprietary
acronyms, A/T, BC, etc.; the types of things we used when publishing the
schedules on a mainframe; back from before flexible word processing
tools and internet publishing tools; before customer service and client
ease of use were as valued and necessary as now. If I took over that
program that would be one of the first things I would change; make it
easy to read and understand; don't force all clients to learn our RIM
lingo and acronyms. Make it easy for the clients to read and
understand; make it easy for attorneys and auditors to read and
understand; regulatory agency; judge and jury... Some in our profession
still do not understand that the retention schedules are for our
clients...
Not pointing out anyone in particular, but I still see a widespread
lack of backbone in the RIM profession.
Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno
>>> [log in to unmask] 4/26/2007 4:31 AM >>>
I would agree that minimizing categories is not a tenable approach
given
that the multiplicity of categories tends to be a function of
legislation.
My limited view as an IT person is that the legislation accounts for
the
bulk of the growth in categories. <snip>
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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