On June 5, 2009, John wrote:

"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?"

John:

We hold a similar annual event where I work called "Clean Sweep."  The event takes place over 2 days.  Each department has a Records Coordinator who serves as the facilitator for his/her department.  Their main role is to answer questions about the retention schedule and to enlist as many people as possible.  The broad intent of Clean Sweep is for people to clean up their work areas and destroy any and all paper that is not needed.  Hence the name Clean Sweep.  We have secure shredding bins for people to dispose of confidential materials and recycling bins for everything else.  In a typical year we will recycle almost 80,000 pounds of paper over the two days.

Along with paper, people try to clean up their shared drives and personal drives.  Individual departments will give awards for the cleanest desk and everyone that participates is given a raffle ticket to win prizes.  The prizes might consist of a digital camera or a coffee maker or something similar.  The odds of any one person winning are slim, but it is a way to have fun and to gain as much participation as possible.  At the end of the event we will conduct the drawing for the prizes.  One year our new CEO was even kind enough to draw the winning tickets for our corporate office.

The Clean Sweep event is also held at all of our domestic sites and each site has the same pool of prizes that employees can win.  We hand out pamphlets that talk about the program and answer typical questions.  Since my company is in the business of live TV, we also produced a 5-10 minute video clip as part of a marketing campaign.  We had 6-7 employee volunteers who were willing to shoot the clip and the background music was Jack Johnson's great song, "Reduce, Reuse, Recycle."

The company also makes monetary contributions to each site's local park or something like that to assist with clean up.  All in all, it is a great event and a lot of fun, but a lot of work gets done too.  Please call me directly if you would like to discuss further.

Thanks, Steve

Stephen A. Smith, MLIS, CRM, CDIA+
Records Manager
QVC, Inc. Legal Department
O:      484.701.1559
F:      484.701.1021
C:      484.905.2517
E:      [log in to unmask]
A:      Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262

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