Larry/Sean:
180 days rings a bell with me in this area, as that is what NARA shows as a retention period GRS 23-7:
7. Transitory Files.
Records of short-term (180 days or less) interest, including in electronic form (e.g., e-mail messages), which have minimal or no documentary or evidential value.
http://www.archives.gov/records-mgmt/ardor/grs23.html<http://www.archives.gov/records-mgmt/ardor/grs23.html> for details and additional descriptions. I also think it is interesting to not that they call them "Files" and not records, even though the first work in the description is "records".
Although many think that non-records should not be reflected in records schedules, I remember working at the EPA and there being a records series 008 - Technical/Reference Materials, that has not been expanded and renames "Nonrecords" http://www.epa.gov/records/policy/schedule/sched/008.htm<http://www.epa.gov/records/policy/schedule/sched/008.htm>
Tod Chernikoff, CRM
----- Original Message -----
From: McCaffrey, Sean<mailto:[log in to unmask]>
To: [log in to unmask]<mailto:[log in to unmask]>
Sent: Tuesday, October 16, 2007 11:47 AM
Subject: Re: [RM] EDM Retention Strategy
Thanks Larry.
Indeed we do have a policy that defines what should be considered a record. Let me clarify that I am seeking guidance related to info that does not fit this criteria that would be held in and EDM repository and be subject to different retention. Funny that you should mention "180 days" as I have heard this number bandied about before. My concern is that there is a good likelihood that there is material that does not meet the criteria of a "record" but remains useful to the business for more than 180 days. I want to accommodate for this without creating a "back door" that allows users to circumvent the intent of a centralized repository......
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Larry Medina
Sent: October 16,2007 11:32 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: EDM Retention Strategy
On 10/16/07, McCaffrey, Sean <[log in to unmask]<mailto:[log in to unmask]>> wrote:
>
> All,
>
> I would be grateful for any input regarding retention strategies for
> "non-records" within an EDRMS.
>
> It seems there is a need to strike a balance between the needs of
> individual business units to retain and access the information needed to
> conduct business and the need of the corporation to mitigate risk and avoid
> re-creating a "shared-drive monster" whose content is poorly understood and
> to whom ownership is difficult to attribute.
>
> I have a few ideas percolating but would be very interested to hear what
> others have implemented.
My first thought is that your Policy indicates what a record is, and if
something is NOT DECLARED A RECORD, it doesn't go in the EDRMS, period.
If there is a "personal drive" that has a certain amount of space allocated
for each employee, they should be allowed to store non-record material
there, but for a specified period of time, say "not to exceed 180 days, and
not to exceed XXX MB"
Many organizations handle this by having a disclaimer cscreen that each
employee has to see (even if they choose NOT to read it) when they sign on
every day, after the machine goes to sleep, or when the system is "locked"
by the user. They have to click a button saying they agree or acknowledge
they are using equipment owned by XYZ and subject to the Information
Management Policy of XYZ, and failure to comply may result in the loss of
information stored on the system. They are also told that "personal use is
limited to the conditions contained in XYZ's Computer Use Policy", which
they are all required to read, sign, and re-read annually.
Doesn't work everywhere, but works in a lot of places.
Larry
--
Larry Medina
Danville, CA
RIM Professional since 1972
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