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Date: | Tue, 7 Jul 2015 11:04:00 -0700 |
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On Tue, Jul 7, 2015 at 10:30 AM, Wayne Hoff <[log in to unmask]> wrote:
> I'm getting ready with a pilot project to organize their shared drives and
> move it into our ERMS.
I'll say a few prayers for your soul, Wayne.
> 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.
>
The danger here is the "R" in ERMS... if these are NOT RECORDS, then they
shouldn't (technically) be in there. Everything in there should have a
review/disposition date.
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.
>
Here's a suggestion to consider. Add a record series for these 'documents'
with a disposition period of "Review after X years and declare as record
or..." (?)
> Any thoughts on this from those already fighting in the trenches? Much
> thanks.
>
--
Larry
[log in to unmask]
*----Lawrence J. MedinaDanville, CARIM Professional since 1972*
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