Several points come to mind:
1) Most definitions of a "record" do not differentiate between formally
"declared" records and created records/documents.
2) All records are documents although not all documents are records.
The legal system in the U.S. does not exclude "documents" from
discovery, subpoena, litigation, etc, nor does it require only
"declared" records to be produced.
3) When the stuff hits the fan (Sarbanes-Oxley, federal compliance,
audits, and so on) - ALL documents will be required to be produced, not
just "declared" records. If the material is not organized, indexed, and
otherwise managed, it will take beaucoup bucks and time and people to
produce what is requested.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
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 Steve Petersen
Sent: Wednesday, January 17, 2007 2:38 PM
To: [log in to unmask]
Subject: [RM]
Winter finally hits the Midwest- Do you know how quickly -21 degree
windchill brings a mind into focus early in the morning ?
As part of the project to upgrade/reinvent our RIM program and begin the
search for a software solution(tool/tools) to manage the program I was
asked to flowchart our current and future process
states(physical/electronic). This was quite an eye-opener to many on
our
project team as they didn't think the process was that complicated.
These
flowcharts will be quite useful in many aspects of our program and I
would
encourage all RIM programs to do the same. I won't go into all the
reasons they can help here but here's my dilemma.
I'm being pushed to limit the start of my future process state
flowcharts
at the point in time that something is declared a record. I've started
both the physical/electronic process flows at the creation/capture step
and am having trouble getting the point across that in todays world
Records & INFORMATION Management needs to include that portion of the
equation formally know as DM. I've used the chain of
custody,litigation
discovery, knowledge mgt,4 good record tenets, transparency when
declared
as record,new civil procedure rules,etc explanations without much
success.
The response keeps coming back that it's like the free world vs the
communist state and that I shouldn't care until it's a record what's
done
with it and how it's managed. In some instances such as nonbusiness
related information this is true BUT the instant something is considered
a
business document or business related it's to our advantage to bring it
into our process.
Am I off-base in making this part of the flowchart process or what have
others used in explaining the why to non RIM personnel.
Thanks in advance
Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244
"Bringing Order Out of Chaos"
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