We've done this in the past, but have been cautious about doing it on a regular basis.  We want to get people trained to manage their records routinely; not just in response to a fun day of cleanup.  

That said, the best results were yielded by having RM reps wander around the campus (3 buildings at the time), and record the names of anyone seen actively participating in the cleanup, which was for a designated 3 hour period beginning around 9 am.  The RM reps provided assistance by answering questions and giving them guidance.  At the end of the cleanup, we collected all names and randomly drew one name from each building, and awarded them gift certificates to local establishments.  

The plus side to this was that: 
  a.. we weren't encouraging people to "trash" records just because they wanted to win a prize for the "most" trashed 
  b.. it encouraged everyone to participate at some level because they didn't know when we would "catch them" cleaning up.
By holding this in the morning, we got people involved before they got too deep into the day's work, while they were most energetic.  The employees were given the tools needed, such as the Record Retention Schedule, instructions, and supplies (recycle bins, boxes, labels, etc.) We also wore jeans, and provided bagels (food is a must!)

Terry Schofield
Sr. Records Management Analyst
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  ----- Original Message ----- 
  From: Barbara Wyton<mailto:[log in to unmask]> 
  To: [log in to unmask]<mailto:[log in to unmask]> 
  Sent: Monday, January 30, 2006 4:08 PM
  Subject: Records Clear Out Day


  I'm pretty sure that this topic has been discussed in the past but my 
  search of the archives has netted me nothing.      We are in the planning 
  stages of our first ever, but soon to be annual,  records clear out day.   
  Employees are going to be encouraged to come to work in jeans, make no 
  plans for meetings etc, and spend the day clearing our their offices, 
  personal drives, shared drives -- all in accordance with our retention 
  schedule.

  Being the first ever, we need to 'rally the troops' and get some 
  enthusiasm going.   Any suggestions on how we can accomplish this? 
  Balloons??  Brass band??

  I should mention that we are looking to motivate approx 1800 employees at 
  3 sites and have received full executive approval.


  Any ideas would be much appreciated.



  Barbara Wyton
  Records Management Specialist
  GLAXOSMITHKLINE (Canada)
  Direct Line: 905-819-7050
  Fax: 905-819-3099

  List archives at http://lists.ufl.edu/archives/recmgmt-l.html<http://lists.ufl.edu/archives/recmgmt-l.html>
  Contact [log in to unmask]<mailto:[log in to unmask]> for assistance

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