Hi Laura

Andrew is right, we need a bit more information before replying in detail.
Are you trying to figure out how to build your file plan / classification /
thesaurus or whatever you call it, into drive and folder names on shared
drives? or are you thinking of how to manage your shared drives out of
existence with a strategy to migrate content to an EDMS?

One thing I will say up front is that it is wrong to publicly say that it's
going to be based on retention. Your business isn't the slightest bit
interested in retention as a criteria for filing stuff, however much it
might be important to you. Base it on business process or function. That's
easy of course if your retention schedules are already based on business
process or function. Just don't say 'retention' - talk about doing it a new
way to make it MUCH easier to find things.

Cheers

Glenn

Glenn Sanders
[log in to unmask]
Australia
0467 740 161 (new mobile number)
These views are mine alone. They may or may not be those of any
previous or present employers or clients. I don't know. If I'd asked and
they'd agreed, I would have signed it "Harry Peck and Co and Glenn".
Or whatever. But I haven't, so I didn't.


On 14 February 2014 04:35, Laura Maguire <[log in to unmask]> wrote:

> Greetings Listserv-ers:
>
> I have been a listserv member (and lurker) for the past 5 years.  I did
> submit a question a few years ago (and received great answers), and now
> another issue has come up for which I need the wisdom of the listserv
> members.
>
> First a brief re-introduction.  I have been in records management for 5
> years.  (In a previous life I was a high school Spanish teacher.)  I earned
> my CRM in December 2012.  I work for a local government in Southern
> California, USA.  Our City has a population of about 130,000 and City Hall
> employs about 350 employees.  We have a centralized records program.
>
> Recently, our head of IT decided that we should address our electronic
> records.  Although RM has already been addressing this on a department by
> department basis, it is now on the top of IT's to-do list
> organization-wide.  Luckily, the staff member assigned to take this on is
> already a "Records Hero" and understands both the RM and IT side of
> records.  She is interested in talking to someone who has started from
> scratch and applied retention to existing documents on network drives from
> a practical point of view.  She would like to know how you started, did you
> use certain software products, timeline, user reaction and any other advice.
>
> I've done some homework, including looking at the Listserv archives.  I
> read the email chain about "establishing a company file structure based on
> the company retention schedule" and even one on "implementing records
> retention on electronic records repositories on shared drives and possibly
> SharePoint," but there wasn't the detail that our IT staff is looking for.
> We would be grateful to anyone willing to share his or her experience.
>  Please feel free to contact me individually and I will connect you with
> our IT staff.
>
> Thank you all for your time.
>
> Regards,
> Laura Maguire, CRM
> [log in to unmask]
>
>
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