Also Margie,
Get in contact with other international listservs.
This is the Records Mgt Association of Australasia's
http://www.rmaa.com.au/docs/contacts/listserv.cfm
There is always the New Zealand one too
http://lists.vuw.ac.nz/mailman/listinfo/nzrecords
Enjoy for the moment and remember no question is too daft.
Kind Regards
Chris
Chris Holmes B.Th, Assoc Dip (Library Studies) ARMA
Professional Development Coordinator
RMAA (Qld Branch)
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Grevin, Fred
Sent: Thursday, 11 September 2008 3:49 AM
To: [log in to unmask]
Subject: Re: [RM] Advice for a person newly assigned to record management
Margie, several suggestions.
First, join ARMA, which is the association for persons involved with
records management (it's not cheap, so try to get CDI Corp. to pay your
way). There's a "Liberty Bell Chapter of Philadelphia"
(http://www.armamar.org/lb), whose primary contact is listed as Raymond
Davis, 2059 Springdale Road, Cherry Hill, NJ 08003. Email:
[log in to unmask] P: 856-470-5284. F: (856) 470-5289.
Second, look over the publications that ARMA produces or recommends
(http://www.arma.org/bookstore/index.cfm).
Third, get CDI Corp. to send you to the ARMA Annual Conference
(http://www.arma.org/conference/2008/index.cfm), and take the
"Fundamentals of Records and Information Management" Pre-conference
seminar Saturday, October 18 - Sunday, October 19, taught by Mark
Langemo. The conference is coming up soon (mid-October). It's not cheap,
but it's probably the best investment CDI can make if the company is
even slightly serious about records management.
Fourth, go to the Web site of the Australian National Archives
(http://www.naa.gov.au/records-management/index.aspx), the Canadian
national Archives
(http://www.collectionscanada.gc.ca/government/002/007002-2018-e.html),
and the UK's Public Records Office
(http://www.nationalarchives.gov.uk/default.htm) -- look under the
heading "Services for Professionals".
Finally, remember this: NO ONE is born knowing about records management.
We all learned--usually the hard way.
Very best of luck.
Fred
===================================================================
Frederic J. Grevin
Deputy Commissioner and Chief Information Officer
The City of New York,
Department of Records
Email: [log in to unmask]
Land phone: 212.788.8615
Cell phone: 347.436.5360
Fax: 212.788.8614
www.nyc.gov/records
31 Chambers Street
New York, NY 10007
USA
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of deMarteleire, Margaret
Sent: Wednesday, September 10, 2008 12:57
To: [log in to unmask]
Subject: [RM] 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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