Hi Chris,
We have a records hold process that--while not fully automated, works well for us. After written by an attorney, the hold order is sent to me and to stakeholders that attorney feels may have relevant records. I will then send it to all of our Records Liaisons (whether they are stakeholders or not) and also post it on the Records Management SharePoint site, which makes it available to the whole Company.
We also have a brief training program that first-time hold order recipients must take (it is required) within 2 weeks of receiving the hold order, and is available on our Records Management SharePoint site. Compliance with this one-time training module is tracked via a workflow within SharePoint that I developed (with our IT SharePoint guru), so that we can document who took it, when they took it, how long it took, etc.
The SharePoint workflow and tasks makes all of this relatively straight forward, and ensures that those who need to know, are notified. If we forget someone inadvertently, or need to add someone new to the process, it can be done in SharePoint relatively easily. The workflow/tasks can be assigned to individuals, existing groups, or groups that I can create. We can also include contractors too.
It also helps now that our vp and general counsel is also over compliance. I spent several hours with the attorneys working this new process out a few weeks ago, and it is a huge improvement over our previous efforts.
Good luck in your efforts.
Thanks.
Earl
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Sent from my iPad
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Earl Johnson, Jr., CRM
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On Jan 20, 2012, at 10:48 AM, "Foster, Chris" <[log in to unmask]> wrote:
> Hi All,
>
> We are working with our legal folks to set up a process where they will notify Records Management/Compliance when a legal hold is established/ended. This would typically be for records that a department or college holds (meaning we do not have the records).
>
> Do any of you have a notification process that alerts additional groups (who are not those handling or producing the records)? If so, could you share experiences, thoughts, etc?
>
> Thanks in advance -
>
> Chris
>
> ___________________________________________
> Chris Foster
> Director of Institutional Records Management
> University of North Texas
> T: (940) 565-4762
> E: [log in to unmask]<mailto:[log in to unmask]>
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>
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