Nolene-

I use SharePoint List to manage the tracking, update, and display of all of
company DRCs from different states, offices, and departments and create
different views to display information by location, office, department,
etc.  If you have MOSS 2007 or SharePoint 2010, then you can just use the
"header" you described such as location, state, region, as your list
metadata and update everything on the same list.  I can share with you an
example of what we create and how it can be presented differently using
views which allows the grouping and filtering of captured information.
Another benefit for using SP list is that it can be updated by different
peoples in different locations and the update will be instantly reflected
in your public views.  It's similar to any database views but in a much
simpler UI.

Regards,

Peyyi Lu, MLS, ECMm
Records Technology Advisor
Records and Information
Plains Exploration & Production Co.
Houston, TX 77002
[log in to unmask]

On Sat, Apr 14, 2012 at 8:26 AM, Frederic Grevin <[log in to unmask]> wrote:

> Nolene, my company (the NYC Economic Development Corporation) is so small
> I don't need what you describe.
>
> However, it occurs to me a Geographic Information System may be able to do
> most (maybe not all) of what you need.
>
> It'll probably cost you a pretty penny in "professional services" to
> configure it, though.
>
> Very best of luck!
>
> Fred
>
> ---------------------------------
> Frederic J. Grevin
> [log in to unmask]
> 212-312-3903
> Vice-President, Records Management
> New York City Economic Development Corporation
>
>
> ----- Original Message -----
> From: Nolene Sherman [mailto:[log in to unmask]]
> Sent: Saturday, April 14, 2012 12:34 AM
> To: [log in to unmask] <[log in to unmask]>
> Subject: Managing RM Roles
>
> Like many companies, ours uses a Liaison/Coordinator structure to
> implement and perform RM tasks in each department. We are a large
> organization with 21 functional business groups and around 800 offices --
> some with just a few people in a single department and some with a hundred
> people in many departments. Most of our locations house a single functional
> group, but some of our functional groups are co-located with other
> functional groups at the same address. Some offices are truly paperless,
> while others still use some paper or have legacy paper they are still
> dealing with. We are rolling out our program trying to make sure that every
> location is aware of the records management program and has someone
> assigned to perform the Coordinator role.
>
> I am going bonkers trying to coordinate and make sure that each location
> is covered.
>
> Here's our set up:
>
> Each functional group has a Records Liaison (RL). Some groups are small
> enough, that they only have the Liaison. Most have Department Records
> Coordinators (DRCs) in each of their locations: sometimes multiple DRCs per
> location, sometimes one DRC for several locations. Some functional groups
> are so large, we have intermediate Group Liaisons (GL) between the Records
> Liaisons and the DRCs. For example, the SW Division covers 15 states. The
> SW Division has one Records Liaison and a Group Liaison for each state.
> Under the GLs are the DRCs. Lost yet?
>
> What I am trying to do is create a list that will tell me for every
> address, what functional group or groups work there, what RL/GLs are
> responsible for that location and what DRCs are responsible for which
> departments under each functional group at the location, whether the
> location is paperless, if any of the departments at that location use
> offsite storage, what type of offsite storage it is (RM vendor, public
> storage, office building basement, etc.) and the vendor name or
> warehouse/storage unit address, and number of cartons stored. Remember that
> for the DRCs you might have one name per location, multiple names per
> location or the same name for several locations.
>
> I also need to track when an office closes or moves or a new one opens. I
> get a report from Corp Real Estate, which I plug in and then notify the RL
> that a new office has opened up in their area of responsibility. (I haven't
> figured out how to get notified when an office closes or moves yet.) We
> will also be working with HR to get notifications of when an RL, GL or DRC
> leaves the company or transfers to a new division.
>
> To complicate things, we don't have an official company functional org
> chart, just a reporting org chart which is kind of funky (Corp IT reports
> to one of the Division Presidents, for example), so I have to ask the
> GLs/DRCs to create a name for the group or departments they are responsible
> for. Also the building codes used by Corporate Real Estate don't always
> match the building codes used by HR, but that is a glitch and I'm working
> on getting the two groups to communicate better.
>
> Right now I'm trying to track everything in an Excel spreadsheet and I'm
> quite sure there is something better. We don't have Access programmers
> available and I don't know it to be able to build something myself. I feel
> like I'm totally micro-managing the process right now, but want to back off
> once the program is in place and running pretty smoothly (will that EVER
> happen?).
>
> What program or tools or processes do you use to manage your RM roles?
>
>
>
> Nolene Sherman
> [log in to unmask]
>
> Records Manager since 1996. Gone wonky since 1998.
>
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