Hi Stacey,
Here are some suggestions and information on how things have played out for
me in my workplace:
Our company has annual Records Review and Disposition days. Our second tier
in the organization is the division and the divisions set the date, make the
arrangements and send an e-mail invitation for all to participate (jeans and
track shoes are encouraged). A vendor brings bins to the building and folks
are encouraged to clean their files, send records to offsite storage and ask
the Records and Information Management team any records related questions.
It has been my experience that in one day, you will be very lucky to
complete a review of hard copy files and I would advise a follow up for the
data on the shared/personal drives.
If you are on a budget, I would suggest encouraging a potluck and have
snacks on hand, as people will wish to snack when they get to a stopping
point with their files or have a set time for lunch so that the entire
affair does not tuen into a social event with low end results.
Also, if you could get your Information Technology colleagues to give you
some information on the "before" and "after" for electronic storage, it will
give you an idea on how to follow up with that piece.
I hope this helps.
Best of luck,
On Thu, Feb 4, 2010 at 9:31 AM, Nickell, Stacey (West Kentucky) <
[log in to unmask]> wrote:
> Greetings,
> My institution has just implemented a records program this academic
> year. Many of our faculty and various departments on campus have file
> cabinets chock full of records that should have been disposed of years ago.
> A shredder service has been scheduled and will haul off these records this
> spring.
>
> Question . . . have any of you had a "records day"; in other words, one day
> set aside to encourage employees to go thru their files (paper & electronic)
> so that irrelevant information may be disposed of? I'm looking for ideas to
> promote/market this idea and try to make it fun. Being an educational
> institution, it goes without saying :) that there isn't much money available
> for the promotion piece. If you have coordinated such an event, I would
> greatly appreciate if you would please contact me off-list so that I may ask
> you some questions. TIA,
> ---------------------------------
> Stacey Nickell
> Projects Director
> West KY Community & Technical College
> (270) 534-3181
> (270) 554-6222 [fax]
> "When tillage begins, the other arts follow. The farmers, therefore, are
> the founders of civilization." Daniel Webster on Agriculture, 1840
>
> TRANSFORMING LIVES, TRANSFORMING KENTUCKY
>
>
>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
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> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
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> mailto:[log in to unmask]
>
--
Christine M. Figueroa, MLIS, CRM
[log in to unmask]
714.402.9110
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