We are currently exploring ideas for how we might help departments and 
business units understand records retention requirements on a local basis.

One idea is to launch a database tool that would be available to all RIM 
Coordinators, as well as to RIM staff.  The tool (separate from any traditional 
ECM product) would contain the master copy of the Records Retention 
Schedule, and would enable individuals to create high-level inventories of their 
content, mapped to the Records Retention Schedule.  The inventories would 
include high-level lists of the kinds of content held by a given department or 
business unit, references to where the content is housed (e.g., "local file 
share," "ECM system," or "database managed by business partner") and a 
mapping to the records series that apply to the local content.  

The idea is to create a point of reference for those who work in each RIM 
Coordinator's work group to the type of content they work with most 
frequently, regardless of where it is stored, reflecting the retention 
requirements associated with that content.  In effect, these inventories would 
become localized versions of the Records Retention Schedule.

We'd like each inventory to link to the master Records Retention Schedule, so 
that changes to the Records Retention Schedule are cascaded to the 
inventories.

We'd also like to use the tool to manage our RIM Coordinator appointments, 
and link each RIM Coordinator to his or her respective inventory.

We've been looking into a.k.a., a niche tool offered by Synercon, as one 
possibility for this tool, but would like to know whether there might be other 
technology options to do the same thing.

Has anyone else tried to develop an approach like this, and if so, can you 
recommend any tools to investigate?

Elizabeth W. Adkins, CRM, CA

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