Hello Ann. I am a 3rd year graduate candidate studying archives and records. The decision that a record goes to an archive is the actual disposition act. In other words, a record in a true archive is held there in perpetuity. A SharePoint records center is not necessarily an archive, but it is where a record lives while in an active stage. At the end of the retention period you have to decide what you destroy or put in an archive. If you decide to archive a record, you then have to justify why. The SharePoint records center should have strict access and modify requirements. Archive access is should be by request if you don't have any public access mandates.  Just my thoughts

Mark Driskil  
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-----Original Message-----
From: "Mangiaracina, Ann" <[log in to unmask]>
Sender: Records Management Program <[log in to unmask]>
Date:         Wed, 30 Oct 2013 16:31:15 
To: <[log in to unmask]>
Reply-To: Records Management Program <[log in to unmask]>
Subject: 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


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