I once organized a "records week" at a former employer where the IT 
Department imbedded a secret document in each department's unstructured 
electronic files to encourage people to look through their electronic 
records to identify things that could be destroyed. If they found the 
document, they printed it off and turned it in for a chance to win a 
prize. We also prepared a crossword puzzle on records management terms 
(the answers for which could all be found on the records management 
website). Each correct answer earned a raffle ticket which was placed 
into one of several different drawings for various prizes. Records 
coordinators for each department handled all the puzzles, raffle 
tickets, etc for their department. These activities improved people's 
understanding of records management and got a lot of people jazzed up 
about doing their records clean-up activities.

Julie Ann Fleming, CRM





-----Original Message-----
From: John Annunziello <[log in to unmask]>
To: [log in to unmask]
Sent: Fri, 5 Jun 2009 11:35 am
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
[log in to unmask]

"Information is a corporate, strategic asset that needs to be managed"

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