Pilar said "The most effective approach I've seen is where the employee
and/or their manager must complete a checklist prior to their departure......"
 
Pilar was right on with his posting and the recommendation on the checklist. There is no easy to manage the transfer of records from a departing or terminated employees. Usually the time period from the notice of resignation or termination to the time employee actually vacates the premises if fairly short (consider the unfortunate layoffs that occur from time to time - where it is a matter of hours not even days when everything needs to be done).  At one of my clients we have seen a similar exit checklist model being implemented and the designated manager has to ensure that all records whether they be in paper or electronic need to be migrated over - either into the corporate repository or into a holding area where the records management team can assist with classifying/determining what is a record or not and than taking appropriate actions to secure the record.

 

The other thing to keep in mind here is that employee may have been issued other electronic devices including wireless, pagers that need to be secured as well. Part of the record management exercise would be to cleanse these devices properly prior to re-issue.  

 

Also important is to ensure that the office/cube that the departing employee was occupying, be looked at to validate that printouts etc are convenience copies and not some important signed contract that happens to be the only existing original record within the organization.

 

While it is difficult to enforce penalties on the managers in case of any violations, it might be worthwhile for record managers and HR to provide sufficiently detailed checklists coupled with targeted training to ensure that such violations are minimized.

 

Thanks
Ganesh Vednere
Manager, Financial Services Consulting
[log in to unmask]
Capgemini, New York






This message contains information that may be privileged or confidential and is the property of the Capgemini Group. It is 
intended only for the person to whom it is addressed. If you are not the intended recipient, you are not authorized to 
read, print, retain, copy, disseminate, distribute, or use this message or any part thereof. If you receive this message 
in error, please notify the sender immediately and delete all copies of this message.

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]