<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?>

I've implemented many such programs from "scratch" and the project plans
vary.  Basically, the steps for the program you describe would be:
	* develop RM policy for the university including (at a minimum)
consistent application of retention schedules, destruction policy, and
scanning policy (what gets scanned, where does it reside, how are the
images indexed, what state requirements exist for scanning university
records, etc.)
	* compile state retention schedules for the university, 
	* inventory all existing records (wherever they may be - might
be a good show for Dirty Jobs 8-) )
	* establish RM contacts in each department (records
coordinators, records liaisons, whatever works for the university)
	* train, train, train all RM contacts
	* establish inactive records storage (outsource or internal
resources)
	* apply state schedules to inventoried records (destroy what can
go and note what is inactive but still must be retained for some period
of time) and see what is left, 
	* determine what will be scanned (all or some plus day forward),
	* determine who will do the scanning (outsource or internal
resources),  
There is more to the job, but these basic steps could get you started.

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

Definitely go through all the files using the steps above.  Once you've
cleaned out the "clutter" (records and documents that do not need to be
kept), you can more accurately determine the resources needed to
implement the scanning project.  If you just start scanning everything
you will have a logistic and budgetary nightmare.

<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?>

Ideally, you need one person with the authority to apply the RM policy,
keep pace with legislative and regulatory changes, develop any
additional policy as needed, train and guide the users (and
coordinators/liaisons), and keep the program consistent for the
university.

<4. Does anyone have any recommendations for imaging software?>

There are a number of imaging applications available. Everything from
simple scanning software (minimal indexing, no organization or search
capabilities) to large Electronic Content Management systems.  You might
start by looking at mid-range systems like Laserfiche or Alchemy that
have scanning applications combined with file/document organizational
and search capabilities.


Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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