One fun thing that really familiarizes personnel with records management classifications structures and files plans are to play games in the file room and do virtual scavenger hunts.
For Instance:
Learn to file your own paper files
(show the groups the file plan (file folder lay out for where correspondence would be located in the folder, contracts, how the folder would be labeled, and where it would go on the shelf and have a competition between individuals who can build it correct and the quickest. This is fun. Ever seen a lawyer try to put together a litigation folder and label it and stick it on the shelf - what a hoot. Now keep in mind this would not necessarily mean they would begin to do this in the future but it gives them a general idea of how and where there info is stored. Another fun option is a virtual scavenger hunt to tag and identify file types that should be moved from I drives to EDMS. This would mean you would need some P & P defined before this occurred and document types clearly defined therein but groups would complete on identifying what on their I drives should be moved to EDMS and where it should reside. Those with the most correct would win!! The virtual scavenger hunt could be played the week of the party and a winner chosen that day because departments or teams would need time to study P&P and review their I drive.
Just a few suggestions
TGIF
Amy
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of John Annunziello
Sent: Friday, June 05, 2009 10:36 AM
To: [log in to unmask]
Subject: Cleanup days
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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