Good afternoon,

As we are about to move from SharePoint 2010 (SP2010) to 2013, we are looking to "clean up" the content of SP2010 prior to the migration.  Of course we have some of everything on these sites, from wedding pictures, to scanned images, to multiple copies of the same item placed in different places, to real records.  We're working on a SP2013 governance plan too, to avoid all of this when we migrate from SP2013.  I'm working with a small team that includes our SP2010 Administrator and a SP2010 consultant, and we're meeting with site/sub-site owners to review and disposition each site/sub-site.  As maybe you can imagine, it's a slow process as we usually end up reviewing every single item within a site/sub-site.  We're looking for another way to accomplish this in an attempt to get the user more engaged to give us a head start by doing some of this initial review on their own.  As opening up each item and reviewing it usually generates a discussion, this task is becoming even more challenging.

For anyone who has ever had to do this-or anything like it, my question is how do you motivate people to do this kind of review on their own?   What incentives have you used?  I was in a brainstorming session earlier with one of our IT Administrators, and he suggested that we give a prize to the department that eliminates the highest percentage of their SP items.  The prize would be a donation to a charity of their choosing, in the department's name.  We'd have to figure out a way to make it fair for both large and small departments, but I've never been one for contests and the like.   We can always say, well, you have to because it's good for the Company, or the policy says so, etc., but we are looking for a way to help the employee see something good and useful in doing this on their own, so they'll be encouraged to do it.  We don't want to make them do it out of threat, or fear.

We'll be going through a similar exercise over the next year or so when we start looking at ways to clean up and better manage items on personal drives, shared drives, and team sites.  Has anyone been successful a motivating your company to review records and make disposition decisions?

Yeah, I know... heavy stuff on a beautiful, sunny Friday afternoon in Hotlanta!  It's the $100k question, right?  Any experiences you can share would be appreciated-even those that didn't work.

Thanks.
Earl

Pipeline Records and Information Management Excellence... Get PRIMEd!
-----------------------------------------------------------------------------------------------------------
Earl Johnson, Jr., CRM
Corporate Records Manager

[cid:image003.jpg@01CFBE2A.8A6F5650]  Colonial Pipeline Company
1185 Sanctuary Pkwy, Ste. 100
Alpharetta, GA 30009
Office: (678) 786-2586  |  Cell: (404) 402-4420  |  Email: [log in to unmask]<mailto:[log in to unmask]>  |  URL: www.colpipe.com<http://www.colpipe.com/>


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]