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*

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]