Good day all......

I have just received approval from senior management to have a cleanup day 
on July 17th.  We have a centralized paper records centre as well as an 
ERMS which is fairly new.  As a result, many of the records have not been 
input into the system. We have taken a day forward approach with a 
centralized scan station, but our organization is creating records at such 
a pace that the scanning group can't keep up.   We want to use this day as 
a records awareness day, in the disguise of a cleanup day.  Of course, any 
records will follow retention, and accordingly, will only be disposed of 
at the end of its retention life.  A recent audit in one department found 
27 missing records.  I would suggest that if we corporately do this, we 
may find other missing files as well.

However, there are many paper documents, reports from outside agencies and 
non-records existing around the organization.  It is this material that we 
want staff to locate and dispose of if it carries no value.  Similarly, we 
have this type of material on shared drives.

We want to make this a fun day hoping that by doing this, most staff will 
participate.    Off hand, we will have a pizza lunch, have prizes for 
clean desks, and prizes for those who store material into our ERMS.   Have 
any of you done this before using a similar approach and able to share any 
thoughts or ideas as to how to make this work?

Thanks, 

John Annunziello, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
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"Information is a corporate, strategic asset that needs to be managed"

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