Hi everyone. I would like to clarify my request.  We already use a tool
called TreeSize to produce reports and information about our file shares
and departments will be expected to review records prior to deletion paying
special attention to regulated and legal hold records.

What I need is just an automated form with workflows and eSignatures.
Think of automating the authorization of records destruction for the boxes
stored offsite.  We just need an electronic form that we can attach a
report to and then use workflows to route the form and report for
authenticated e-signatures.


---------- Forwarded message ----------
From: Cheryl Westlund <[log in to unmask]>

Hi.  I am looking for a tool/method to automate the certification/approval
for destruction of records stored on our network file shares.  We are
beginning a clean-up and migration project to move off of file shares and
onto other strategic platforms where we can better manage retention,
deletion, and legal holds.  I need to ensure that we have proper review and
approvals before we destroy these records.

In a nutshell, here is what I need:


   1. Ability to send out electronic notification of folders marked for
   deletion including a detailed description of the contents of the folder.
   2. Business unit must certify that the records are not subject to a
   legal hold, to the best of their knowledge.  We will have sequestered the
   legal hold records in the initial phase of this project.
   3. Business unit must certify if records are regulated or not.
      - If regulated, records have met their required retention as defined
      in retention schedule.
      - If not regulated (i.e. used for business purposes only), business
      has no continuing need for the records.  We allow business
purpose records
      to be retained up to 10 years but they can be deleted if they have no
      continuing value.
   4. Workflow to route the approval for destruction to the appropriate
   people who need to further approve the destruction outside of the business
   (i.e. legal counsel, tax, HR, etc.).  Workflow would allow for eSignatures.
   5. Workflow routes to IT or Records Management for final destruction of
   records and creates a certificate of destruction.

Any suggestions?

Thanks!

Cheryl Westlund, CRM

Corporate Records Management Program (COREMAP) Site Manager

usdiacoremap.roche.com / Records and Information Management Office
<http://na.boost.roche.com/sites/RecordsManagement/Pages/Home.aspx> /

Phone: 317-521-4734 Cell: 317-991-0896
Roche Diagnostics Corporation / 9115 Hague Road, P.O. Box 50416 /
Indianapolis, IN 46250-0416
*"Where is the knowledge we have lost in information?" T.S. Eliot, 1934*

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