I agree with Rikki. In my previous life at a mid-sized pharma company,
we established an RM program in which each function had a Records
Coordinator who was the point person for that group. Any records being
submitted for the archives/long-term retention, had to be done by (or
overseen by) the Records Coordinator for that group. They were the
Subject Matter expert for their function so it was easy to train them -
they already knew what the records were for their group - we just had to
work with them to understand our procedures. The selling point for the
function is that, while it may take some time for them to submit the
records correctly, once they have done so, they don't have to worry
about it anymore. They transfer the responsibility for providing
access, managing the long-term retention and storage costs to RM.
What's not to like about that?!
And Rikki's right - it has to come from the top. The RM program
reported into the General Counsel so there was a lot of weight behind
it. That's vital to your success.
Vanessa Hodge, MLIS
Manager, Records Management - Project and Information Management
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Zengel, Rikki M. (HAS-SAT)
Sent: June 25, 2008 9:39 AM
To: [log in to unmask]
Subject:
Hi. We have thousands of employees. I couldn't possibly index all
their archived materials. Each person must index their own stuff. We
have specific standards for indexing archived records. I won't let
anyone submit records until they take a training class to learn the
standards. We have a home grown database that we do this in, but if we
had nothing at all the information would be useless. Under our system
we can generally narrow a document request down from over 10,000 boxes
to a few. You must have support from the top to institute these rules,
but without rules, your records are as good as lost. If you have
trouble convincing the powers that be that this is necessary, remind
them of what it would cost to have outside counsel dig through all your
documents looking for one. Also, if you're publicly traded, show them
some of the penalties companies have faced for not having documents in
order. Hope this helps.
Rikki Zengel
Records & Information Manager
Assessment & Information
Pearson
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Johnston, Judith
Sent: Wednesday, June 25, 2008 11:00 AM
To: [log in to unmask]
Subject:
Dear All,
I would like to get consensus on how regulated industry (pharma and
non-pharma) handle archival submissions. That is, is there a system in
place to handle these? Are paper and/ or e-forms used? Is there a need
felt to maintain information on who and when something was submitted for
archiving, or just note that something has been received? What
regulations and/or standards are used?
Also, if bulk submissions are received, are there expectations that
inventories will accompany them, or is it just the responsibility of the
archivist? If so, is (and/ or how) is this enforced?
Many Thanks!
Judith T. Johnston
Solvay Pharmaceuticals, Inc.
*770-578-5840
FAX: 770-578-5864
http://www.solvaypharmaceuticals-us.com
<http://www.solvaypharmaceuticals-us.com/>
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