Hi Drew,
Would you be able to share some of your findings with me off list? I have a similar situation at my institution, employees almost never dispose of electronic records. However, we are still in the process of implementing a RIM policy and retention schedule (so they have had little guidance).
I am also fairly new to RIM, and I am interested to hear how this issue is being tackled by others.
Appreciatively,
Natalia
Natalia Pietrzykowski, MI
Records & Document Co-ordinator
Medicine Hat College
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Drew Davis (s)
Sent: Tuesday, March 06, 2018 2:50 PM
To: [log in to unmask]
Subject: Large amount of out-of-retention digital materials
Hello,
My name is Drew Davis, and I am the new(ish) archivist for a medical association and also happen to have records management duties. While I've been an archivist for over a decade, I don't have much experience with records management.
My issue: I conducted a records management verification process last year which required contacts on the records retention schedule to "verify" that they were properly disposing of out-of-retention materials. We found that apparently little consideration was ever really given to disposing of digital materials, and that now we have quite a bit of out-of-retention material in fileshares, Oracle, email, etc.
This has also turned into a political issue; our purchasing/contracts department, one of the largest offenders of hoarding digital materials, has shown interest in working to clean up their e-records. At the same time, their director is questioning why they should put time/money into cleaning up their e-records when the info could be discoverable in other places. Some older contracts are still active, and so I don't believe that "purging all records before a certain date" is an option.
My questions are:
* Have you encountered this situation at your institution? How have you handled it?
* Do you know of any best-practices guidelines specifically for a situation where a records management program was technically in place, but a department has not been following retention guidelines (for years)?
I've reached out to a few personal contacts who are records managers (and who have provided wonderful guidance), but I've decided to cast a wide net for more input. I appreciate any advice this listserv can provide.
Thank you so much!
Drew Davis, CA
CAP Archivist & Records Manager
College of American Pathologists
325 Waukegan Road, Northfield, IL 60093
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