This is a classic problem where the active phase of the life-cycle meets the
inactive phase, where the filing system meets the retention schedule. The
retention schedule can be organized in a lot of different ways, but the
classic method now made new by the big-bucket is to use a functional
classification. This is not to be confused with functional classification as
used by the archivists, which actually follows the org chart. This is what
the organization does in the abstract sense of the term and how much the
organization does it. Not all organizations manage facilities and some
manage facilities more than others. Some own property and some do not. How
much an organization performs the function of facilities will dictate
whether it is a the top level big bucket, the function, the middle level
medium bucket, the business process, or the low level small bucket, the
records series. These are all created as abstractions and this is where
retention is located.

The filing system is how a workgroup organizes its documents and data
sources that may or may not end up on the retention schedule. This should be
organized so it makes the work of the group and the business process the
most effective. A filing system may be a whole records series, part of a
records series, or parts of different records series. Any good records
manager should be able to track every filing system to its corresponding
records series. How the filing system is organized is dependent upon a lot
of different factors, but it is a real set of objects.

A content or document management system is manages documents in filing
systems. A records management application manages documents in records
series. A litigation management system manages documents (real objects)
relevant to a subpoena regardless of its location.

Hope this helps!

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]