I once organized a "records week" at a former employer where the IT
Department imbedded a secret document in each department's unstructured
electronic files to encourage people to look through their electronic
records to identify things that could be destroyed. If they found the
document, they printed it off and turned it in for a chance to win a
prize. We also prepared a crossword puzzle on records management terms
(the answers for which could all be found on the records management
website). Each correct answer earned a raffle ticket which was placed
into one of several different drawings for various prizes. Records
coordinators for each department handled all the puzzles, raffle
tickets, etc for their department. These activities improved people's
understanding of records management and got a lot of people jazzed up
about doing their records clean-up activities.
Julie Ann Fleming, CRM
-----Original Message-----
From: John Annunziello <[log in to unmask]>
To: [log in to unmask]
Sent: Fri, 5 Jun 2009 11:35 am
Subject: Cleanup days
Good day all......
I have just received approval from senior management to have a cleanup
day
on July 17th. We have a centralized paper records centre as well as an
ERMS which is fairly new. As a result, many of the records have not
been
input into the system. We have taken a day forward approach with a
centralized scan station, but our organization is creating records at
such
a pace that the scanning group can't keep up. We want to use this day
as
a records awareness day, in the disguise of a cleanup day. Of course,
any
records will follow retention, and accordingly, will only be disposed
of
at the end of its retention life. A recent audit in one department
found
27 missing records. I would suggest that if we corporately do this, we
may find other missing files as well.
However, there are many paper documents, reports from outside agencies
and
non-records existing around the organization. It is this material that
we
want staff to locate and dispose of if it carries no value. Similarly,
we
have this type of material on shared drives.
We want to make this a fun day hoping that by doing this, most staff
will
participate. Off hand, we will have a pizza lunch, have prizes for
clean desks, and prizes for those who store material into our ERMS.
Have
any of you done this before using a similar approach and able to share
any
thoughts or ideas as to how to make this work?
Thanks,
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
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"Information is a corporate, strategic asset that needs to be managed"
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