In my upcoming presentation, which I based on my CRM exam studies, I
identify RM elements as:
 
Organization & structure 
Comprehensive inventory 
Legally valid retention schedule 
Vital records protection and management 
Active record system management 
Inactive records management program 
Destruction program management 
Archives management 
 
and RM functions:
 
Record management policies 
Forms management 
Mail management 
Reprographics management 
Records management procedures 
Electronic records management 
Imaging technology management 
 
I have always interpreted "essential functions" as areas that the RM
department needed to be integral to the decision processes but not
necessarily the provider of of these functions! 
 
If the the volume of the records for the function is large, it would be
centralized and require a separate department; but if the volume is small,
it would be integrated into the admin functions of each of the major
departments. As was discussed, if the function is a point of entry into the
work process then either the centralized department or the admin function of
each department would be place to "capture" the information.
 
So, yes, I absolutely believe that the mail "function" should be part of
Records Management and the CRM exam!
 
That it is the only way to assure the records management department has an
opportunity to provide their input. If we have a chance to review the
process and procedures for these functions then we also have the
responsibility to provide sound advice regarding it's management...hard to
do if you don't have any foundation in these functions. Who else in the
organization is going to take time to determine where, when and if the
document becomes an "official record", how many copies should be distributed
and how to dispose of those copies; or in terms of mail management who is
responsible for the record and its processing, distribution, use, storage
and destruction. I believe that the RM department is ultimately responsible
for all records from creation or receipt to disposal or archiving in our
organizations. How much easier would that be if we we had input right from
the beginning....rather than dealing with the results of "bad" policies or
decisions after the fact!
 
 
Janie Wait
 
Janie Wait, CRM, MBA
President
Director of Marketing
Intermountain Record Center, Inc
3765 Airport Parkway, Casper, WY 82604
PO Box 2770, Mills, WY 82644
307-265-9553
307-237-8225
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www.intermountainrecords.com

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