-----Original Message----- From: Jones, Virginia [mailto:[log in to unmask]] Sent: Monday, July 14, 2008 11:03 AM To: [log in to unmask] Subject: Re: New to RM <1. Has anyone ever implemented such a program from "scratch" (and I do mean from scratch), and if so, would you be willing to share a project plan?> I've implemented many such programs from "scratch" and the project plans vary. Basically, the steps for the program you describe would be: * develop RM policy for the university including (at a minimum) consistent application of retention schedules, destruction policy, and scanning policy (what gets scanned, where does it reside, how are the images indexed, what state requirements exist for scanning university records, etc.) * compile state retention schedules for the university, * inventory all existing records (wherever they may be - might be a good show for Dirty Jobs 8-) ) * establish RM contacts in each department (records coordinators, records liaisons, whatever works for the university) * train, train, train all RM contacts * establish inactive records storage (outsource or internal resources) * apply state schedules to inventoried records (destroy what can go and note what is inactive but still must be retained for some period of time) and see what is left, * determine what will be scanned (all or some plus day forward), * determine who will do the scanning (outsource or internal resources), There is more to the job, but these basic steps could get you started. <2. Would you recommend going through all files or just imaging everything that currently exists and implementing the guidelines from that point forward?> Definitely go through all the files using the steps above. Once you've cleaned out the "clutter" (records and documents that do not need to be kept), you can more accurately determine the resources needed to implement the scanning project. If you just start scanning everything you will have a logistic and budgetary nightmare. <3. For an RM program to function ideally, would you recommend employing a full-time records manager or is it sufficient to have each dept. head responsible for implementing retention guidelines and training their staff?> Ideally, you need one person with the authority to apply the RM policy, keep pace with legislative and regulatory changes, develop any additional policy as needed, train and guide the users (and coordinators/liaisons), and keep the program consistent for the university. <4. Does anyone have any recommendations for imaging software?> There are a number of imaging applications available. Everything from simple scanning software (minimal indexing, no organization or search capabilities) to large Electronic Content Management systems. You might start by looking at mid-range systems like Laserfiche or Alchemy that have scanning applications combined with file/document organizational and search capabilities. Ginny Jones (Virginia A. Jones, CRM, FAI) Records Manager Information Technology Division Newport News Dept. of Public Utilities Newport News, VA [log in to unmask] 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] 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]