Colin......apart from managing e-mail on a consistent basis this is one of
the big issues that RIM professionals struggle with.
I don't confess to have all the answers as we are just starting to address
this issue. Here are some of the things which we are doing.
First, do not allow users to store any more material on the shared drives.
They will have to manage information on a day forward basis..... market
your EDRMS as the solution. Second, for the data that exists in the
shared drives, there is software that will "crawl" over the data,
determine de-duplication of files and auto classify that material into
your EDRMS. Not certain how well this works, but IBM suggests a 98%
success rate. To me, that seems awfully high.
I just came back from ARMA conference and saw this at work at the IBM
booth. Of course they want it to be used within Filenet. I'm sure there
is other software out there which performs equally well, but as a Lotus
Notes shop (IBM), this was of interest to me. It also works with e-mail
systems in the same manner...so it kills two birds with one stone..
If your shared drives contain considerable data, as most do, you will want
to do a purge of valueless records. This may require an electronic
records inventory, but if your data is like other organizations, over 80%
is well passed retention or no longer contains value. This would be a
good starting point.
Depending on the capacity of your EDRMS and the volume of the shared
drives, you may also want to store this data in a separate volume or silo
so your EDRMS does not become unwieldy. In any case, talk to your users
prior to doing this, and get feedback from them. If they are involved
from the start, and see the benefits of doing this, buy-in is more
assured.
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
[log in to unmask]
"Information is a corporate, strategic asset that needs to be managed"
"Kidd, Colin" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
10/20/2009 12:23 PM
Please respond to
Records Management Program <[log in to unmask]>
To
[log in to unmask]
cc
Subject
Reducing Shared Drive Dependency
Dear All,
I'm looking for examples on how best to reduce reliance on shared drives
and encourage staff to use an EDRMS solution already in place. I'm
specifically looking for examples of practical actions used to reduce
dependency on shared drives. Any help you can provide would be greatly
appreciated!
Many thanks,
Colin Kidd
This e-mail originates from the City of Ottawa e-mail system. Any
distribution, use or copying of this e-mail or the information it
contains by other than the intended recipient(s) is unauthorized.
If you are not the intended recipient, please notify me at the
telephone number shown above or by return e-mail and delete
this communication and any copy immediately. Thank you.
Le présent courriel a été expédié par le système de courriels de
la Ville d'Ottawa. Toute distribution, utilisation ou
reproduction du courriel ou des renseignements qui s'y trouvent
par une personne autre que son destinataire prévu est interdite.
Si vous avez reçu le message par erreur, veuillez m'en aviser par
téléphone (au numéro précité) ou par courriel, puis supprimer
sans délai la version originale de la communication ainsi que
toutes ses copies. Je vous remercie de votre collaboration.
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]
"*PLEASE CONSIDER THE ENVIRONMENT WHEN DECIDING TO PRINT THIS MESSAGE*
Toronto and Region Conservation Authority Confidentiality Notice:
The information contained in this communication including any attachments
may be confidential, is intended only for use of the recipient(s) named
above, and may be legally privileged. If the reader of the message is not
the intended recipient, you are hereby notified that any dissemination,
distribution,disclosure or copying of this communication is strictly
prohibited. If you have received this communication in error, please
resend this communication to the sender and delete it permanently from
your computer system.
Thank you."
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]
|
