Wayne Hoff asked about whether work-in-process material is "better" managed by waiting to declare records until the project has been closed, at which point the final records would be moved into a managed repository, OR by storing with all project-related records and declaring the entire project folder as a record when the project closes.
Both approaches have their risks and benefits, but I always prefer the approach that is easiest to implement (and that, therefore, has a higher likelihood of employee acceptance).
Reviewing documents to determine which are records, and then moving those to a different repository, will always take more effort and resources than managing an entire project in place, so that's my vote. I believe that the risks of over-retaining documents are less damaging than the risks that the project materials won't make it into the retention system because employees have higher priorities when a project closes out.
Just one woman's opinion.
Pilar C. McAdam, CRM
[log in to unmask]
Los Angeles, CA
Sent from my iPhone
> On Jul 7, 2015, at 10:31 AM, Wayne Hoff <[log in to unmask]> wrote:
>
> I'm getting ready with a pilot project to organize their shared drives and
> move it into our ERMS. I've hit a fundamental question: where do works
> in progress go? I see two options:
>
>
>
> 1. Group Working Space - a place for undeclared documents to sit in draft
> form. When they are complete, they are moved to the controlled folders
> (and are thereby declared as records, inheriting classification from the
> folder they are moved to). Advantage: clear act of declaration.
> Disadvantage: the group working space is in danger of becoming a mirror
> of the messy shared drive; there is little user motivation to declare the
> records.
>
>
>
> 2. Controlled Folders - works in progress and drafts are stored right in the
> controlled folders with other bona fide records. Declaration becomes a
> fuzzy action, as drafts are already inheriting records classification when
> they are created. Advantage: RM is applied to all documents; avoids
> disorganized working spaces. Disadvantage: many transitory documents
> that could/should be deleted are subject to full retention.
>
>
>
> Any thoughts on this from those already fighting in the trenches? Much
> thanks.
>
>
>
> Wayne Hoff, CRM
>
> Calgary, AB
>
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