Hi:

It' been a while since I've posted so I'll give a brief introduction. I'm the Records Management Officer for the Teacher Retirement System of Texas. We are the retirement system for everyone employed in public education in Texas. We cover approximately 1M people actively employed in education plus approximately 300k retirees. In addition to being the Records Management Officer I oversee a team the that handles production scanning & indexing of documents into TRS' document imaging system and another team that handles demographic transactions on member accounts. I've been working in records management since the late 1970s and a CRM since the early 1980s.

We are currently in the process of developing guidelines to assist departments in managing electronic records (email, network file shares, etc.) according to our record retention schedule. We would appreciate it if you could share any examples of similar materials you have used in your organization. In particular we would be interested in anything relating to file plans or standardized folder structures; mapping file structures to your retention schedule; transferring file shares or email accounts to successor employees; or records/information stored in IT applications, data systems or repositories. Pointers to references you have found useful in developing these kinds of materials would also be appreciated.

We have a records management policy in place. So that part of the problem has been covered. We're looking for process, procedure, and guidance information that have been used to help improve compliance with the policy.

If you'd like to reply off list you can send them to me or our Records Retention Analyst, Mark Browning ([log in to unmask]<mailto:[log in to unmask]>). Thanks in advance for your assistance.

Jim

Jimmie E. Savage, CRM
Manager, Member Data Services
(512)-542-6281
[log in to unmask]<mailto:[log in to unmask]>
Teacher Retirement System of Texas


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