Julie,

Thanks for your quick response!  Here are some clarifying comments below.  

Also thanks to those who repsonded off line.  As promised, I will follow up and post a summary.

Fred

Fred A. Pulzello, MBA, CRM 
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Julie J. Colgan
Sent: Tuesday, May 28, 2013 12:37 PM
To: [log in to unmask]
Subject: Re: Information request
 
Fred,
 
I went through something similar a zillion years ago and may be able to help, however I don't think I know enough to help yet.  Without an understanding of what, exactly, they are planning to do (how they envision taking "control of all hard copy business records currently located throughout the company"), the risks and attendant costs are impossible to anticipate.
 
For example, are they planning to have remote locations send every scrap of paper to a central location for day-to-day management, including stuff that is in active use?  If so, are they going to image and make available for day-to-day use?  Or will they image locally and then send the paper along after imaging? 

<snip>
(not all paper docs are being imaged)  After the paper is processed into which ever system a department uses, (Oracle, Accurent, etc.) the documents/file would come to Records Management to file and maintain for most of our departments.   We realize that some departments will need to keep in their department a small amount of paper because they actively touch the docs on a daily basis but several of our departments do not regularly go in a file even though it is classified as “active’ .  One example would be our Store Files which maintain all of our legal docs that link to that particular store.   
 
Or are they only asking for semi-active and inactive paper documents to be sent?  If that's the case, how will they ensure management of active material (deploy barcoding technology in remote locations and expect remote staff to apply it?).  

<snip>We will house all documents on our Corporate Campus.  Inactive docs are currently housed in our onsite facility.  Active and semi active are in the departments
 
Or, are they planning to staff the remote locations with RM people who will manage on site while the material is active and semi-active?  

<snip>
We will staff additional resources under Records Management…File Clerks, Imaging clerks, Supervisors, etc.  Once again…all docs would not leave the corporate campus.  We will house onsite.
 
A little more info and I think this group can probably help a bit more.
 
Julie
 
--
Julie J. Colgan, CRM
 
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