Hi Sarah...

What you are asking for is a tall order.  I would guess that finances
are a concern and that is why you are not considering an ECM.

Just so you are aware, most ECM's have input dates as well as creation
dates either of which can be set to start your retention clock. 

I am not aware of any systems which are just records systems.  I would
also have to wonder why you are not looking at a CMS.  It will help you
to handle information as well as records.  As well you may want to tie
in your email system and other systems as well.  The benefit of a CMS is
that you have one source for all information rather than a series of
databases which are not linked.

There are different kinds of licences.  Some are user based...one
license for each user.  Some are concurrent where users who are logged
into the CMS use one license and once out of the system, that license is
available for someone else.  Some concurrent licensing offers full use
and read only licensing.  You can purchase a combination of either.
Concurrent licensing is a cost effective solution but is not available
with all CMS. 

Most CMS have components where you can get in on the ground floor and
purchase additional licenses later or add functionality as you need it
or as resources permit.  It might be beneficial to consider it and many
vendors will work with a limited budget.  

Good luck with your search.   


John Annunziello, CRM, CDIA+, ermm
Records and Information Audit/Compliance Officer
Corporate Services Department
Office of the Regional Clerk

(905) 830-4444 x1318

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Sarah Wagner
Sent: Tuesday, December 20, 2011 11:03 AM
To: [log in to unmask]
Subject: Re: Electronic Records Management Systems

It wouldn't necessarily need to keep the creation or last modified date
from the native born system, but at least be able to have an index field
that the record creator/uploader could input for the date of the record,
such as an obsolete date for a standard operating procedure, which
prompts
the retention time to start ticking, rather than the date the record is
uploaded, which could be 1 or 2 years after the record is obsolete.

On Tue, Dec 20, 2011 at 10:43 AM, Molly Kitchen
<[log in to unmask]>wrote:

> "We are not looking for content management, but an electronic records
> management system to manage born-digital inactive records.  It should
> have a chain of custody, a good method for managing the retention time
of
> records based on the date of the record, not just when you upload the
> record. "
>
>
> It sounds like you want a system that keeps the "create date" or "last
> modified
> date" of the native born system to remain as your retention trigger
date
> and
> you don't want to this trigger date to be modifed when migrating to an
> ERMS.
> I don't think your going to find an out of the box solution to this
issue.
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
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the
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