Dear Lisa

I am an OpenText and FileNet customer also facing a similar issue with users 
who think it is OK to upload records to SharePoint sites in the wild and 
then shred the records.  What I instruct my customer departments and records 
coordinators to do is to consider the risk and I try to help them group 
things into "risk groups" with a numeric ratings.  Something like an invoice 
has a "low" risk rating because, if the image is a bit wonky, you can always 
get a replacement invoice from the vendor or, if it doesn't get paid because 
it is illegible, then you are going to get another one.  Retention period is 
also another factor...something with a short retention guideline that is 
mostly available as an internal control, such as a work order to run a print 
job, might also have a low rating.  It is not going to be the end of the 
world if the original order is questioned and the image is not fantastic.

But, lets say that your record has a long retention period or is associated 
with a high risk issue, such as an environmental abatement or a work 
fatality that results in a long term structured settlement to beneficiaries. 
I would definitely check those 100% before destroying the paper and also 
make sure that I did them at a high enough dpi in case I needed to do at 
least one or two file migrations over the next 30 to 50 years.  Especially 
if it was something signed by the claiment or the next of kin.

If you are not sure that your users are going to comply with a program like 
that and you have the OpenText Enterprise Content Management module, 
consider creating workflows in your OpenText environment that require review 
of an image before it gets committed.  It keeps a nice audit trail for who 
approved the image and you can probably build the workflows by Folder Type 
(which can be used to tag your content whether it is a physical or virtual). 
There are lots of OpenText partners out there that could help you configure 
that workflow with good results and my company plans to use that approach 
down the road.  My company uses Axyon Consulting and we've had some 
excellent results.  We really like the fact that they have asked us lots of 
questions about our future plans so that, while we are busy configuring our 
approach to managing physical objects, they are creating workflows that can 
be applied to our virtual objects as well.

Call me if you want to chat offline.

Warmest regards,
Angela Fares
Senior Manager, Records and Information Management
BNSF Railway
817.352.4929
[log in to unmask] 

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]