Gee Larry,

Are you saying we should make something up to fit our unique circumstances?
Cool. Imagine if Lawyers could do that or Doctors. We must truly be among
the most powerful professionals in existence. Based on our innate
understanding of Records Management,  our months of training and
experience, our command or policy, we can scope records management within
our reality to fit what cannot be duplicated anywhere else in America. With
the title do we get a throne?

Chris Flynn
On Sun, Aug 26, 2012 at 11:53 PM, Larry Medina <[log in to unmask]>wrote:

> Typically, each organization has the definition of a record to serve their
> legal, statutory or regulatory requirements and business needs that extend
> outside of those requirements.  This definition should be included in your
> policy.
>
> While most "record definitions" are quite clear to those of us who have
> been around records much of our professional careers, for people that do
> other things most of the day and create records but don't consider  them as
> such, the language we use may as well be Esperanto.
>
> In our case, we have a formal definition in our policy and procedures for
> our records liaisons, but we also provide that, along with a much simpler
> definition in more plain business type language, giving examples of
> documents, reports, etc that people normally produce in the course of their
> roles in daily business that ARE records.
>
> This works well for office type documents, but not as well for the 600 lb.
> gorilla in the room... email.  The easiest thing to do here is design
> training for various business functions, identify the primary types of
> email messages they receive (by role) that satisfy the definition of a
> record for their function, then setup folders that match those
> "categories", and encourage them to drag the messages into the folders
> after they write and send or open and read them.  Retention rules can be
> set for each of those folders, and anything left in either the in or out
> box will be handled as 'transitory' or non-record, and automatically
> deleted in 180 days.
>
> While some people may think this is unmanageable, everyone opens emails and
> HAS TO DO something with them, so how hard is it to simply drag it to a
> folder if they need/want to retain it?  I've been doing this for 3 years
> now, and one interesting thing is how small the volume of email is that is
> a record... in my case, it's 5%.  That includes committee work, personnel
> actions, financial decisions, training, etc.  Think about how much your
> organization could reduce storage costs if EVERY employee were to reduce
> the email they save by 90-95%.
>
> Hope this gives you some ideas
>
> Larry
> [log in to unmask]
>
> On Sun, Aug 26, 2012 at 6:31 PM, Madeleine Manoukian <[log in to unmask]
> >wrote:
>
> > Hello everyone,
> >
> > One of the most challenging issue in training people to file their
> records
> > in the electronic records management system is getting them to determine
> > "what is a record"
> >
> > I would appreciate any advice or guidelines that you have used in your
> > training and from your experience were effective.
> >
> > Thank you
> >
> > Madeleine Manoukian
> >
>
>
>
> --
> *Lawrence J. Medina
> Danville, CA
> RIM Professional since 1972*
>
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