Hi Margaret --
If you are not currently a member, I'd recommend membership in ARMA
International and your local chapter group. Our chapter provides
education training programs throughout the year and a library filled with
books on how to information. The ARMA website also has webinars, tools
and books that I've found to we well worth the annual membership cost.
Here is the link to ARMA to get you started: http://www.arma.org/
Good Luck! Mary
Mary R. Ott, Records Information Management Specialist
Secretary of State - Record Management Division
440 South 8th Street, Suite #210
Phone: (402) 471-4184 Fax: (402) 471-2406
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09/10/2008 11:57 AM
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Advice for a person newly assigned to record management
Hi, all - I found your listserv yesterday and signed on. Briefly, I'm
in HR for a staffing company and am responsible for coming up with a
system for helping this department comply with the "Record Retention
Policy." Unfortunately, the record retention policy doesn't tell anyone
how to do the managing, only 1) do it, and 2) get rid of documents
according to the schedule. Paper is easy, but electronic documents are
more difficult. I find myself researching everything I can find, but
still having only half-formed ideas on how to go about this. Lucky me,
I found you.
A few material facts: first, this is not being done through a
specialized computer software program; we have too many systems and too
many business units. Buying a system able to handle this place is
prohibitively expensive. Second, each department will record what
documents they have, but there is no one set of terms, key words, or
whatever else might be useful in a search for tagging the right
documents. I think I have to come up with one, Third, HR documents are
regulated to within an inch of their lives, usually having a seven year
retention period or, for specific personnel records, seven years after
the person leaves our employ. I'm not even close to figuring out how to
manage the destruction schedule. Finally, I'm not an IT person or a
trained record management professional, and I'm finding that I need to
learn another language just to understand some of the articles I find -
ontologies, taxonomies, fuzzy logic, etc. I do Fair Labor Standards Act
work here, which in no way prepared me for this task.
So, after all that, can anyone suggest one or two beginner books on
setting up a record management system that doesn't assume the existence
of a computer program to help with the job? I suspect that my plan is
intended to be used as a model for the rest of the company, so I need to
do a thorough job. I will be ridiculously grateful for any help I can
get. Thanks in advance.
Margie
Margaret M. deMarteleire
HR/FLSA Analyst
CDI Corporation
1717 Arch Street, 35th Floor
Philadelphia, PA 19103
(215) 636-1219
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