Wayne Hoff asked for suggestions on how to manage default folders for all
users in the ERM/ECM they¹re implementing.  Here¹s one suggestion:

1. Provide a standardized file plan (set of folders), linked to retention
categories, that really meets the needs of the departments and the
organization.  (If you allow users to each determine their own folder
structures/file plan it ends up being no better than the earlier file
shares and can¹t be integrated with retention rules.)
2. Set a reasonable retention limit on the default user folders for
EVERYONE.  Reasonable might be 1 year, 2 years, 6 months, etc. Š this
limit would be applied from the document¹s last edit/use date (not the
create date).
3. Train users on the file plan, how to move documents into that file
plan, why it¹s important, and to understand that their default folders are
only for work-in-process, and that all contents will be deleted
automatically after XX (whatever the time limit is).
4. Periodic audits, regular reminders to users (and their managers) to
move important documents to the file plan, metrics on the contents of
default folders, could all be used to encourage compliance.

Is there a risk that some documents might not get filed?  Of course.  Is
it an acceptable risk?  Depends on the vertical, but I think it is.


It¹s one woman¹s opinion.


Pilar C. McAdam, CRM, ERMm
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Los Angeles, CA

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