John gives very good example when business professionals don't want to communicate with Records manager and s/he is very often the person who saves the face of the organization in very difficult situations, when the records are required.
And the same business professionals are happy, but don't remember who is the real person who saves their faces.
Also, John gives good example of professional Records Management work behind the scenes.
Good Job, John.
Regards,
Alex
--- On Tue, 11/30/10, John Annunziello <[log in to unmask]> wrote:
From: John Annunziello <[log in to unmask]>
Subject: Re: [RM] Implementing Retention Periods Retroactively (Now historical value)
To: [log in to unmask]
Received: Tuesday, November 30, 2010, 7:46 AM
We as RIM's wear many hats. Ginny has made some very good points and we
as RIM's need to consider the historical value of records. For instance,
we have a centralized records paper program in place. Prior to
implementation of our centralized system, there were considerable records
that were sent offsite when the filing cabinets became full. As a result,
when on site records came to Central Filing, these records were ignored.
Over the past year, I have been pulling these boxes from storage and
identifying the contents. Some are coming into our records system as they
still have value and retention has not been achieved. In other cases, the
records are disposed of as they have no value (historic, administrative,
financial etc).. However, much of the information found in these boxes
are from the early days of the organization such as the details and
reports behind the reconstruction work of watercourse. As this
information was never part of our records system, we had to create new
retention series to manage these. In many cases, we were able to cull the
information and keep the "good stuff".
To make a long story even longer, we do not have an archivist on site. So,
I have had to learn how to distinguish historical material and retain it
within the organization. The people who created this material in the
early 50's are long gone and the people who have replaced them give me a
blank stare when I ask if these still contain value. As well, they just
won't spend the time to consider this material.
So the onus falls to me to manage this. Part of me says, get rid of it
all. But as a 32 year veteran of this organization with the wisdom
gained through the years, and also as a CRM, this will not happen. So
diligently, I cull through this information and do my part.
It has been a good exercise in that I have learned more about the
organization from the early days. Also, offsite storage costs will be
reduced as previously it had a permanent retention.
John Annunziello, CRM, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
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