I am not sure which ECM product is being used but I would suggest using
the systems versioning capabilities which typically can link the drafts to
the final record and therefore automatically destroy all versions with the
record.  This typically will require check-in/check-out functionality so
there may be some process changes and training needed.  Also I would
suggest applying policies in the system to unofficial documents as well.
There is no legal reason to keep this information and most of it is
transitory that can be destroyed quickly.  Since the court does not care
whether the information is an official record or unofficial document you
could potential be required to review and turn over the information due to
litigation.

Of course there is the chance this is a separate module for your ECM
system and may require additional funds which may or may not be an option.




-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Janet L Nelson
Sent: Thursday, June 16, 2011 1:06 PM
To: [log in to unmask]
Subject: Re: Purging records from an ECM

Larry said:  in MOST organizations,unofficial DOCUMENTS are NOT considered
RECORDS, and therefore are NOT to be stored in the organization's official
record keeping system.

Our ECM is also a document management software.  It is used for both
official and nonofficial records. This is why we have the Records
Management module - to handle the official records.  In the situation I'm
talking about people use it because they want one place for all the
versions.  They have to share the information with multiple people across
multiple functional.  They also don't want multiple revised copies of the
same version which then have to reconciled.  If it is in the ECM, to make
revisions it has to be checked out and then checked back in - creating a
new version.  This also cuts down on the number of copies floating around.

 Its utilizing the benefits of the software.

Larry said:  Option 1 makes sense, but why can't it show version #s or
dates?

They can find the date or version number by clicking on the icon which
displays the properties.  But they don't show in the batch, only the title
does.  This is the way the program is written and I'm sure if we wanted to
make changes, we would have to pay big bucks to have it done.  Won't
happen.

Life and Records Management aren't perfect.


***********************************
Janet Nelson CRM
Manager Records
Dairyland Power Cooperative
3200 East Avenue South
PO Box 817
La Crosse WI 54602-0817

[log in to unmask]
608/787-1218

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