This is an interesting discussion. We conduct annual CleanOut Days each
spring and then a few years ago connected it to the executive level desire
to see the offices/cubes cleaned up before the annual meeting. This helped
us avoid a company clean out effort that didn't address records retention
policy.
 However, in our experience, we focus on the housekeeping records - those
records that are not sent to storage ever. The one day effort does not allow
for time to sort through the business records that may have not been
identified. We meet with our Records Coordinators a month or two in advance
to discuss the process. If they do not have a current inventory with
associated records retention codes we do not provide instant analysis on
that day.
 Although I agree that this should be managed throughout the year, the fact
of the matter is a resounding NOT. So this is the opportunity for those pack
rats to get their act in order. However, this also is the time that our
Accounting department (and some others) makes the effort to box up the
fiscal records for the previous year and transfer them to storage.
 Although we tabulate volumes of shred material, recycle material and trash,
we focus on the participation level in our reporting.
 This CleanOut effort provides a point of "awareness" (we are sometimes able
to enroll new Records Coordinators) and opportunity to dispose of the
housekeeping stuff that keeps piling up.
Thanks Mary Haider
 On 10/14/05, Peter Kurilecz <[log in to unmask]> wrote:
>
> On 10/13/05, Carpenter, Laurie <[log in to unmask]> wrote:
> > Larry - I respectfully disagree with a few of your comments. If prepared
> > for and conducted properly, I don't think a cleanup is always "bad
> > thing".
> >
> > Larry wrote: <The concept of a "cleanout" in RIM, whether it's
> > physical or digital
> > format records is a bad thing in most cases. Destruction of records
> > is supposed to be an orderly process, based on the values assigned in
> > the retention schedule.>
>
>
> But Larry didn' t say "cleanup" is always a "bad thing" He said "in
> most cases". Both parties are correct in their suppositions.
> Personally I abhor the terms 'records cleanup day' and 'records purge
> day'. Terms such as these imply that the records within an
> organization are not maintained in an orderly manner. I prefer the
> term 'compliance', a much more positive term.
>
> Records compliance programs imply an orderly continous process is in
> place. What we need to do is to get folks to realize that records
> management is not just a once a year occasion but rather something
> that must be done "in the ordinary everyday course of business"
> Imagine if you will your Finance department having an annually
> Accounts Payable day when all invoices are processed and paid. Not
> exactly efficient. Accounting work takes place everyday. Invoices are
> reviewed, approved and processed everyday. Why then cann't employees
> do the same thing with their organization's functional records.
>
> What is lacking is a means to verify that records management is taking
> place. Besides annual 'cleanup days' what process or procedure is
> available to the records manager to assist in ensuring that compliance
> is taking place? Yes, internal audit can periodically test the
> procedures and identify the holes, but what type of management
> report(s) can we produce to show that a department/organization is in
> compliance.
>
> I have some ideas, but I would like to hear from others.
>
>
> --
> Peter Kurilecz
> Richmond, Va
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
>


--
Mary W. Haider
Records & Information Manager

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