This is a great conundrum. I hope you receive some
viable responses either from the RM listserv or other
sources. 

In any case, if you would be so kind, I would greatly
appreciate your including me in the list of those with
whom you share any information you receive and the
results.

All the best of luck, Marion 

--- Janet L Nelson <[log in to unmask]> wrote:

> Hello to everyone,
> 
> Although I haven’t been an active participant of
> the Listserv for some
> time, I do read as many of the postings as time
> allows.  We are in the
> beginning stages of implementing a process to move
> email messages off of
> Lotus Notes and into Document Manager with records
> management being applied
> to those that are considered to be official records.
>  (The recent
> discussion about metadata was well timed for me.)
> 
> The dilemma I have been struggling with is what to
> do with the large volume
> of email that is currently stored by some employees
> in their Notes archives
> database, plus their folders within Notes.  Many of
> the people with the
> biggest volume of messages in these two locations
> are part of our Senior
> Staff (VPs and Directors).
> 
> The amount of time it will take these people to
> review existing messages
> and move them into the appropriate Document Manager
> folders is potentially
> prohibitive.  By the way, these are also among the
> first scheduled to use
> the new system.  We are using the top down approach
> and they are supportive
> of this.  However, they are very apprehensive of the
> time commitment to do
> the review.  I don’t want this to hold up our
> implementation or to sour
> their support.
> 
> It is always better to expand the pool of knowledge
> and experience.  So, I
> decided to come to this group and see if there are
> some other ideas as to
> how to proceed.  Here are some of the options being
> considered.
> 1.    Force them to do the review, but give them 4
> to 6 months to get it
> done.  The problem I foresee with this approach is
> that human nature says
> they won’t seriously work on the review until they
> near the end of the
> “grace period’’ and then want more time.  At
> my last meeting with Senior
> Staff, they as much as said that is what will
> happen.
> 2.    Allow the current messages to remain in Notes
> unless they are opened
> and then force them to be handled according to our
> new process.  This may
> get some messages moved, but probably won’t get
> all of them and there is no
> way of knowing how long it might take to get the
> remaining messages down to
> a manageable number for manual review.  As a result,
> many official records
> will still be outside of RM control.
> 3.    Move everything to CDs.  This would be for
> only those employees with
> large volumes of emails.  To me this is just a
> dumping ground.  It also
> removes the ability to apply RM and to easily search
> the emails when
> needed.  I really don’t see anything but problems
> with this option.
> 4.    Move everything into Document Manager.  Many
> of the people already
> have their email in some sort of file structure in
> Notes either in their
> archives or their folders.  We may be able to
> determine some type of
> retention for these folders as they are moved into
> DM.
> 5.
> I am hoping that some of you may have other ideas
> that we can explore or
> real life experiences you are willing to share
> (i.e., don’t do it this
> way).  At this point, we have not started testing
> our options, so if there
> are other we haven’t thought of I would be
> delighted to hear about them.
> 
> Thanks.
> 
> ***********************************
> Janet Nelson CRM
> Manager Records
> Dairyland Power Cooperative
> 3200 East Avenue South
> PO Box 817
> La Crosse WI 54602-0817
> 
> [log in to unmask]
> 608/787-1218
> 
> List archives at
> http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for
> assistance
> 


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