<In other words what is your business process. you should be able to map
out your process at two different levels high level and detailed (look
to Graham Charting for doing the detailed process flows),>
For those who are not familiar with Graham Charting, it is a business
process charting methodology developed by the Ben Graham Corporation
based on the principles of work simplification. I was fortunate to be
sent through the Ben Graham process training in June and have been using
the methodology to chart those of our business processes soon to be
affected by major system replacements. It is an excellent methodology
for RIM purposes. The entire concept is based on tracking "items" (such
as a record or a form) rather than tasks or people. The tasks and
people are accounted for, but only as they impact the "item" and its
resulting process. We have found it to be very beneficial, both for the
system replacement impact purposes and for discovering records and
information and the interaction between records and information. Ben
Graham Corp. has also developed software to enable a cleaner, clearer
resulting chart, but the methodology can be used with or without the
software. The training course is excellent! It is a mixture of theory
and practice that reinforces the training. I learned more in three days
than I have learned in many one week training courses. For more
information on Ben Graham charting and methodology training see
www.worksimp.com.
Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Peter Kurilecz
Sent: Wednesday, December 08, 2004 8:21 PM
To: [log in to unmask]
Subject: Re: Tracking records requests
On Wed, 8 Dec 2004 16:32:39 -0600, Aquino-Perez, Ana
<[log in to unmask]> wrote:
> Does anyone have a process and/or tool in place for your organization
> (that you would be willing to share) to track the status of records
> requests under FOIA?
first of all take a look at your internal FOIA process, ie how records
are requested, the time limitations, how they are delivered, etc. In
other words what is your business process. you should be able to map out
your process at two different levels high level and detailed (look to
Graham Charting for doing the detailed process flows), if you have
access to Visio you can map out the high-level process. Be sure to
identify all the rules associated with the process.
> I'm looking for something that would aid tracking down the status of
> records that have been frozen so we can proceed with the disposition
> of records in a timely manner.
A records management application may work for you, but I suspect a
better solution would be to integrate a workflow software application
(Ultimus, metastorm) with a record management application.
>
> This could also apply for records that have been frozen because of
> litigation. I'm also looking for a similar process and/or a tool that
> will inform the appropriate individuals when a case has been close and
> records can be disposed per their retention schedule.
a workflow solution will allow you track requests, identify the blocks
and much more. Workflow applications are very easy to use and will for
the most part integrate with other products such as word processing,
email and records management. A good workflow app can issue email
notifications, trigger other operations that are time sensitive etc.
hope this gives you some ideas
Peter Kurilecz
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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