Ann:
The business need would drive the action, but from my viewpoint, the document should be made a record when the project closes since documents made a record cannot be altered. As long as it is in the team site, and not a declared record, it can be altered or changed. Opening the Records Center to the business may take some rights configurations, but would then open the declared records to viewing and thus keeping them legally valid and safe from alteration.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mangiaracina, Ann
Sent: Wednesday, October 30, 2013 12:31 PM
To: [log in to unmask]
Subject: [RM] SharePoint Best Practice For Moving Records to Records Center
Good Day Everyone!
For those who have implemented a SharePoint Records Center, can anyone share best practice for deciding when a document is moved from a team project site to the records center?
We had a consultant with a librarian sciences background who recommended that the Records Center only be open to a handful of people and that when a project document no longer needs to be viewed by the business, which in our case it's at the end of the retention period (Project Close + 10 years) that then it is moved to the Records Center (a true archive) and then the disposition process begins. But that consultant is no longer with us. A new consultant without a librarian sciences background says to move it to the Records Center when it becomes a record (the trigger is project close) and then open the Records Center to the business.
Any lessons learned that you can share?? I appreciate any input anyone can provide and any pros or cons.
THANK YOU for taking the time to consider my questions! Have a great week!!
Ann Mangiaracina
RIM Project Manager
Santa Clara Valley Transportation Authority Technology
3331 North First Street, Building C
San Jose, CA 95134
P: 408.321.7039
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
