Carol Choksy wrote:
We call that a filing system.

Carol, what I am describing is actually better named a tagging system. "File
system" implies a container of related records documents. Tagging implies a
common set of tags or metadata assigned across platforms.

My message probably did not provide proper context. Right now, I am dealing
with a simple fact - a shift from a relatively contained Microsoft universe
to a much more complex suite of Microsoft, cloud, open source and SaaS
services. These place an enormous amount of power in the hands of users, as
well as responsibility (a trend, as we all know, that has been continuing
since the PC became widely available). The tools, such as ERM systems,
designed to control this expanding universe are either not yet available, in
development, or out of reach financially.

At this stage of the game, in my opinion, retention is not the key issue.
With Gmail, for example, we have a background solution (Postini) that is
applying a blanket retention to all emails - a blanket which can be further
refined as we move forward.

What is the key issue is the rapid proliferation of large volumes of
information on multiple, disconnected platforms. Common to most (not all of
these platforms) is some simple method of tagging/naming. My only point is
that the concepts of classification, as outlined by Meadke et al, could be
useful in training individuals how to apply those tags/names in a manner
that is useful to them, in a way that is simple enough for most people to
grasp. The combination of personal usefulness, and simplicity, may result in
a better personal use of tagging/naming tools across platforms. In my
opinion, that can only lead to positive results.

Also, I have to say that I looked at a number sources as well in trying to
come up with a simple answer to the question of "what do I call something" -
a question that our customers clearly need help with - including a marvelous
session on classification given by Charmaine Brooks, CRM, at the 2010 Great
NW Region Conference. Most of these sources are dealing with classification
on an enterprise level. In my opinion, Meadke et al - a 30 year old text -
provided the clearest, simplest guidelines to apply at the personal
"tagging" level.
-- 
Dwight Wallis, CRM
Multnomah County Records Management Program
1620 SE 190th Avenue
Portland, OR 97233
ph: (503)988-3741
fax: (503)988-3754
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