Hi Phil,
I've implemented programs at 2 different organizations from the ground up.


Would you recommend going through all files or just imaging
everything that currently exists and implementing the guidelines from that
point forward?

Option 1: Imaging everything may not be cost effective or necessary.  Since
there wasn't a program in place you will need to establish a retention
schedule to determine which records should be destroyed, there may also be
copies stored you would want to identify and destroy.

Option 2: You can image records from a day forward basis

Option 3: You can work with users to image records from a day forward basis
and to determine the active periods or records and imagine the last 2 to 3
years.

3.	For an RM program to function ideally, would you recommend employing
a full-time records manager or is it sufficient to have each dept. head
responsible for implementing retention guidelines and training their staff?

It depends on the organization.  Best practices favor employing full time
records managers with record coordinators within the departments.  The
number of record managers and records coordinators needed will depend on the
size of the organization.  I've seen figures that suggest the need for one
records coordinator per 150 - 200 users.

4.	Does anyone have any recommendations for imaging software?
I've use Kofax Ascent Capture and Captiva.  They are both designed to work
with different organizational models.  You would need to determine whether
the imaging will be centralized or not.  


Sharon A. Morris, Principal
Morris Wilson & Associates, LLP
Phone: 202-536-5067
www.morriswilson.com
"Empowering Companies to Protect Themselves"

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Phil anthi R. Koslowski
Sent: Monday, July 14, 2008 8:27 AM
To: [log in to unmask]
Subject: New to RM

Good Morning,

 

As a total surprise to me, I was asked to both sit on the committee and
manage the implementation of a records management project at my university.
Although I have an MILS, I have never done records management, I am
absolutely amazed at how vast and complex the field is. I have to say,
though, I'm really "getting into it."

 

Anyway, for various reasons, this project must be implemented ASAP. The
ultimate goal is to eliminate paper as much as possible, but the tentative
phases are 1)purge, 2) image existing documents 3) create a process for
ongoing imaging using software that allows for automatic notification of
expired documents, 4) train staff in retention standards, 5) migrate all
business processes online (workflow).

 

For all intents and purposes, we do not have any type of system other than
moving paper files the previous year's paper records upstairs (or to other
places I have yet to visit!) and once the retention period has expired
(usually about 3 years so far), submit a request for approval to shred to
the state public records administrator. The state of CT has a very
comprehensive record retention program including specific guidelines for
what to save, for how long, how to destroy, etc. However, the depts. really
don't know much about it except for the shredding process, and no one
actually goes through the file to determine what needs to be saved or can be
destroyed.

 

From my research thus far, I have determined that the first thing I need to
do is take an inventory. I also want/need to develop a project plan/timeline
but at this point, I'm a bit overwhelmed by the scope of the project. And,
although my supervisor knows it will be a big job, I'm sure even she doesn't
know just how big. 

 

Consequently, my questions (for now!) are:

1.	Has anyone ever implemented such a program from "scratch" (and I do
mean from scratch), and if so, would you be willing to share a project plan?

 

2.	Would you recommend going through all files or just imaging
everything that currently exists and implementing the guidelines from that
point forward?

 

3.	For an RM program to function ideally, would you recommend employing
a full-time records manager or is it sufficient to have each dept. head
responsible for implementing retention guidelines and training their staff?

 

4.	Does anyone have any recommendations for imaging software?

 

Other than that ANY help/suggestions would be greatly appreciated!!

 

If anyone would rather contact me off line, that would be fine. Also, not
sure if this list does so, but I'd be happy to summarize for everyone. I'm
sure I'm not the only newbie  ( ;-) 

 

Thanks so much!

Phil Koslowski

  _____  

Philanthi R. Koslowski

Administrative Support Services

Southern Connecticut State University

501 Crescent Street

New Haven, CT 06515

Phone:  203-392-6205

FAX:      203-392-5057

E-Mail:   [log in to unmask]

 

 

 

 

 


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