See below in red...my 2 cents...
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Steve Shalagan
Sent: 15 November 2007 10:24
To: [log in to unmask]
Subject: [RM] Shared Network Directories
To all of those using a shared network directory to store working
documents, rough drafts, etc...
Assuming that all final records (whichever constitutes one of those) are
captured into a fancy EDMS, ECMS, World's Largest Filing Cabinet, etc...
How are you answering these questions:
1. How do you organize your shared directory? Create a file plan for
each discipline
2 Who maintains it/monitors it? Departmental personnel should maintain
and RM should monitor
3. What are the rules for deletion/retention? This should follow your
RRS policy Once a document has been
deemed a record who puts it into the records series and stores it in the
EDMS? Enable personnel to import docs to the EDMS Who ensures the
draft/rough copies have been deleted? RM
4. What are the in house rules for putting documents on the shared
directory? Create rules based on users' workflows, needs. Again, enable
users to manage their information based on rules/policies
5. Is your shared directory a success? Can you find exactly what you're
looking for? Can others? We are working on it! And Yes, it has been a
success so far. The benefits far outweigh the status quo
6. Do you (Records Manager types) know what's being placed out there?
You should know as RM about your company's business, workflows and
information that is generated, etc.
7. Have you eliminated previous versions, etc? if you create a structure
for the shared drives, while you migrate the info from the old structure
to the new structure, you should delete all superflous documents.
8. Are you active (monitoring, reporting, etc..) or passive (education,
waiting for an issue to develop) with your
shared directory? Should always be active, its daunting but not
unachievable ...
9. What tools are you using to accomplish these tasks? Involve everyone
in your company from the top down, get full buy in, communicate goals
and the "whats in it for me" aspect for users. We use Documentum and a
great Consultant!!
I would appreciate answers to any of these questions and maybe a few
qualified success stories about shared directories of "working
documents."
Thanks
Stephen Shalagan
Records Manager, HPOPS
ph. (713) 869-8734
fax. (713) 869-7657
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