Mary said: We then divide these (records) into two categories -
"important" information and "other information".
Hi Mary,
We have done much the same as you have except that we use the terms
"official" and "transitory".
John Annunziello, CRM, CDIA+, ermm
Records and Information Audit/Compliance Officer
Corporate Services Department
Office of the Regional Clerk
The Regional Municipality of York
Newmarket, Ontario
(905) 830-4444 x1318
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Hilliard, Mary
Sent: Friday, July 20, 2012 1:17 PM
To: [log in to unmask]
Subject: Re: WAS Re: [RM] The language of disposition NOW The Language
of Records Management
Hi all,
To follow on the discussions by Dwight and Larry about using simpler
terminology to communicate to non-RIM stakeholders about the processes
and terminology that we all know and understand (and love), and also on
what I have learned during training and other discussions about
lifecycle management with various stakeholders in my organization, I
have been doing a lot of thinking centered around the special
terminology that RIM people use such as "Record", "Records Series" and
"Retention Schedule" which usually require "training" since these are
not terms that most people understand in the way we RM's do. Based on
my experience as a "geek interpreter" (see much, much earlier discussion
from Pat Cunningham), I am experimenting with using terminology that is
more accessible to people who are already managing information in
different ways, depending on their roles, and would like share a few of
the terms I have drafted which have met with favorable response from the
stakeholders !
I have used them with and get your feedback:
Record:
Any information created/received/stored in the process of conducting
company business (i.e. everything)
We then divide these into two categories - "important" information and
"other information".
Record Category (instead of Records Series):
A category of information that aggregates various types of records into
a bucket because they pertain to the same topic, are used for the same
purpose AND are retained for the same time period using the same
retention criteria.
Retention Period:
The time we have determined that, because of business value or statutory
requirements, we will keep the record, either in an active system or in
an accessible archive, documented on a Records Retention Schedule.
Disposition:
Destruction at the end of the retention period, if approved, following
a review process that ensure that records required for litigation or
audit are not destroyed.
My goal is to get this stuff to happen and it requires the buy-in of non
RIM people who are very smart and who know a great deal about their
information and who, when given the simpler business case are usually
much easier to get on board.
Mary Hilliard, CRM | AMD Corporate Records Manager
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