I'm with Larry on all this. As we rolled out an EDMS, I fielded numerous
requests from IT to say what file types are records, and what are not. But
it ALWAYS depends on content and context. We have millions of DOC, XLS,
PPT, MSG and other files (in that order of decreasing frequency) which are
not records, and many others which are. And vice versa. We found lots of
files with no file extension at all - many were datasets, not documents,
but some were older text files which were indeed records.

You can and must use file type as one of several factors to decide how
rigorously you analyse, using a risk-based approach: do you open 1 in 10,
or 1 in 100, before killing the whole folder? But file type is only one of
several criteria, ours always starts with process, add a dollop of
ownership, check the dates, then look at the file types. When you have 51
million things on hundreds of shared drives, you can't open everything.

Cheers





Glenn

Glenn Sanders
[log in to unmask]
Australia
0467 740 161 (new mobile number)
These views are mine alone. They may or may not be those of any
previous or present employers or clients. I don't know. If I'd asked and
they'd agreed, I would have signed it "Harry Peck and Co and Glenn".
Or whatever. But I haven't, so I didn't.


On 19 June 2014 06:07, Glen Sanderson <[log in to unmask]> wrote:

> Larry, I was going with what I have typically seen and the "Almost Never"
> subject.  My exposure to share drive cleanups typically involves documents
> with the same name and a V1 , V2, or V3 and so on tacked on the end. They
> are just minor revisions and are not a final document.  As usual you bring
> up a number of good points.  Thanks
>
>
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