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Date: | Tue, 7 Jul 2015 13:30:54 -0400 |
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I'm getting ready with a pilot project to organize their shared drives and
move it into our ERMS. I've hit a fundamental question: where do works
in progress go? I see two options:
1. Group Working Space - a place for undeclared documents to sit in draft
form. When they are complete, they are moved to the controlled folders
(and are thereby declared as records, inheriting classification from the
folder they are moved to). Advantage: clear act of declaration.
Disadvantage: the group working space is in danger of becoming a mirror
of the messy shared drive; there is little user motivation to declare the
records.
2. Controlled Folders - works in progress and drafts are stored right in the
controlled folders with other bona fide records. Declaration becomes a
fuzzy action, as drafts are already inheriting records classification when
they are created. Advantage: RM is applied to all documents; avoids
disorganized working spaces. Disadvantage: many transitory documents
that could/should be deleted are subject to full retention.
Any thoughts on this from those already fighting in the trenches? Much
thanks.
Wayne Hoff, CRM
Calgary, AB
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