Hi Bill, 

Speaking only for my clients, I have seen this trend in practice for a
number of them. They are hoping for several positive outcomes, including
making it easier for users to declare and file records and to find them
later (e.g. through browsing the classification structure), making it easier
for records managers to police, audit, and correct as necessary, and because
it's increasingly difficult to justify creating a multidimensional structure
with 2400 "buckets", each of which may have a handful of items, and 10% of
which have the bulk of the information. 

At the far end of this trend I've seen stories in the press about
organizations that have eschewed traditional records management for a far
more basic retention management approach, such as having buckets for e.g.
transitory, 1 yr, 3 yr, 5 yr, 10 yr, and permanent. The organizations then
rely on full-text indexing such as is provided by X9, FAST, or even Windows
Search and Google Desktop to return the desired information. I am not
counseling my clients to go that far just yet - but if there's no money,
patience, or organizational impetus to do records management right, I'd
argue that this approach is better than nothing at all. Sure, some stuff is
kept slightly longer than might be required, but them's the breaks. 

My tuppence on a cold Colorado morning, 

Jesse Wilkins
CDIA+, LIT, ICP, edp, ermm, ecms
IMERGE Consulting
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Yahoo! IM: jessewilkins8511
(303) 574-1455 office
(303) 484-4142 fax
Looking for the latest education on electronic records, email, and imaging?
Visit http://www.imergeconsult.com/schedule2.html for a current schedule of
courses. 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Manago, William M
Sent: Tuesday, January 30, 2007 7:52 AM
To: [log in to unmask]
Subject: New Thread: Big Buckets vs Small Buckets

Is there a trend to reduce the number of subject catogories that are
available to users when declaring records?  Are users are more likely to
file when there are less options (file locations) available to them?  If
so, what is the impact on the accuracy of filing?  Has anyone reduced
the number of categories and sub-categories in their organization's file
plans by 10%?, 20%?, 30% or more?  Your thoughts and observations would
be appreciated.  
 
Bill Manago, CRM
Technology Strategist
CA MDY 
Phone: + 1.954.358.2900
Fax:      + 1.954.358.2905
Cell:     + 1.201.519.4249
Email: [log in to unmask] 
 

   

 

 

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