At Transport for London (TfL), we have recently implemented SAP for the
organisation's inactive  records 

management requirements. The SAP application, known internally as the
Records Centre Database (RCDB), provides:

 

*        An inventory of the organisation's inactive records contained in
"archive" boxes. (Currently 95 000 boxes).

*        Assigned standard retention periods for each box of records.

*        An audit trail of actions for each box of records in storage

*        A register of persons who are authorised to carry out various
actions (including deposit-in-storage, retrieval, transfer, destruction) for
specified records. 

*        An interface with an intranet front-end, which allows authorised
persons to send requests for deposit or retrieval of records.

*        A procedure which allows for the management of the authorisation
and recording of records didposal.

 

We have been involved in specifying the functionality and processes that are
required of the database from a Records Management perspective, and liaising
with an  IT contractor who configures SAP to these specifications.

 

 

Currently the RCDB manages inanctive paper records only.  However it is part
of a larger initiative to standardise the management of records throughout
the organisation, paper and electronic, in accordance with the Freedom of
Information Act 2000 (UK). 

 

Duncan Hartwig | Group Records Manager
Group Archives and Records Management 
Transport for London 
Tel: 020 7289 9479 (auto 688 1228) 

 

 

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