Not sure what Steve is saying...but if I'm reading it right I have to
disagree completely.  Here in Florida at our state universities we are
required to follow state retention schedules.  Primarily, two of
Florida's General Records Schedules are applicable to us: General
Records Schedule for State and Local Government Agencies (GS1-SL) and
General Records Schedule for Universities and Community Colleges (GS5).
Our on-campus police department also complies with Florida's General
Records Schedule for Law Enforcement Agencies.  As I often instruct our
staff...more of our records series are found in the "State and Local
Government Schedule" than the "University and Community College
Schedule." That is because we have far more records series that are
common to all state and local government agencies...than those only
common to a university or community college.
 
Gus Harris
Records Manager
The University of West Florida
Pensacola, FL
[log in to unmask] 


 
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Steven Whitaker
Sent: Thursday, February 22, 2007 11:43 AM
To: [log in to unmask]
Subject: Re: [RM] EXPERIENCE WITH RECORDS DOCUMENT IMAGING SOFTWARE

If you work for a college federal and state retention schedules do not
apply to you.  Their schedules apply to them, not to your organization. 
 Some of their published regulations will likely apply to your
organization and be a part of the promulgation of your organization's
retention policies.  This is the regulatory retention factor when
researching the retention policy schedules.

Operational/Administrative
Fiscal
Regulatory
Legal
Historic 

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 2/22/2007 7:09 AM >>>
To all:

 

Hello, 

 

My name is Rebecca Turner, Records Manager for Central New Mexico
Community College.   I'm currently researching a Records Document
Imaging system that manages both physical and electronic files.   I
currently manage paper records (boxes) only and I'm looking towards
scanning our records into a Records Document Imaging Management system
where the end user can view their files from their desk tops.  The
system must be able to apply State and Federal Retention Schedules to
the scanned documents and manage those records through the records
life
cycle, run record disposition processes and apply security measures to
those documents.  

 

I'm currently evaluating the following software products: 

1.       Open Text (Hummingbird) Document Management and Records
Management software products.

2.       Omni Rim Physical Records Management Software and the ECM
integration to manage both physical and electronic records managed
through a single interface. 

3.       Oracle Records Database 

 

I would appreciate if any my Records Management colleagues has
implemented and has experience with these software products and what
your recommendation is for the best product mentioned above. The
solution that the college selects will be implemented institute wide
to
manage records from the Business Office, Human Resources, Financial
Aid,
Purchasing and records from the Instructional departments.   Again,
appreciate your help!   

 

 


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