My experience has been that HOW the codes are assigned isn't as important 
as LOCKING the codes in once they are determined.  I hate to use the word 
arbitrary, but I guess I just did.

In the past, we've assigned a three digit letter code based on the business 
function followed by a dash and then a sequential number using 3 digits.  It 
would look like this LGL-001 or a legal file , ENG-024 for engineering.  But the 
varieties in all the different numbering schemes that I've seen would make 
Baskin Robbins jealous.

If some divisions have codes established, and they work for what you are 
trying to do, then perhaps those codes can be adopted by other divisions.  
Same for records series titles.  The main thing that is all divisions associate 
the same CODE with the same RECORD SERIES.

It sounds like each division may be dancing to their own tune and if you are 
building an enterprise wide records management program, then you'll have to 
teach them all to Charleston, Salsa...or Macarena, depending on your age.

File Plan - How they maintain records

versus 

Retention Schedule - How long they maintain records


If you are bulding a functional retention schedule, then you have some leeway 
to grant as far as FILING is concerned - not necessarily RETENTION.  If some 
business units are filing alphabetically, and it works, then perhaps allowing 
them to continue that method and make those decisions themselves won't 
harm the coporation and provide a sense of comfort and familiarity during the 
all important change management process when you implement.



DISCLAIMER:  The more I learn, the more I realize that I don't know anything.



Have a blessed weekend!

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]