We have very successfully used the concept of functional classification in
our retention schedules. We introduced two additional concepts as well. The
first is to 'tack' the retention schedules behind the hardcopy and
electronic folders so the user does not need to know retention schedules.
We also used a business analyst to ensure that the user department folder
structure was consistent with the corporate classification schedule, and to
work with the departments to refine as needed so we had their support in
this effort. The result was an effective system that works.

Sam McCollum, CRM, MBA

On Wed, Feb 6, 2013 at 4:17 PM, Larry Medina <[log in to unmask]> wrote:

> On Wed, Feb 6, 2013 at 7:15 AM, Roach, Bill <[log in to unmask]> wrote:
>
> >
> > Sorry I have to disagree.  I have used retention schedules as the basis
> > for file structures since I started in RM.  It seemed logical at the time
> > and has worked well ever since. One of the things I like most about it is
> > that it enables users to logically store their content in a structure
> that
> > meets their needs and enables the disposal of information when the
> > retention timeframe expires.  Additionally, users have been very quick to
> > pick up on the structure as the retention schedule is structured to
> follow
> > the functional business structures of the organization.
> >
>
> Music to my ears.  Was wondering how long it would take for someone to make
> sense of this. Naturally, it's someone who has had similar exposure in a
> variety of industries.
>
> If you have a retention schedule that is "functional" rather than
> "organizational" and it touches functions that cross organizational lines,
> to use this as your file plan as well is not only logical, but it supports
> culling older files for transmittal to your record center, either on or off
> site. Additionally, it simplifies placing destruction holds on records and
> performing disposals based on retention periods being met on stored
> records.
>
> Larry
> [log in to unmask]
>
> --
> *Lawrence J. Medina
> Danville, CA
> RIM Professional since 1972*
>
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>



-- 
Sam McCollum, MBA, CRM, ERMm
President and CEO of SIMC Coaching
RIM Professional since 1983
[log in to unmask]
*Coaching you on your way to success*

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