Seems it happens http://www.archives.gov/records-mgmt/initiatives/flexible-scheduling.html couple of years, but no time like the present, right? Recently, the Records Management Listserv, a community of over 1500 RIM professionals has been batting the topic around as if it's something new. Take a look at the two links above, and you'll see the National Archives has been formally discussing the concept since 2004... and has been actively applying it since 2002.
What's different now is the press is coming from the IT side of the house, who insists the concept of applying retention periods to records based on content "is just too complex for electronic records".
There may e some validity to this argument if you have an overly complex retention schedule with multiple hundreds of record series, but few organizations are that broad in their mission and structure. Most well crafted retention schedules are functional based (organized to match the functions the content of the records support rather than to match the organizational structure) and this can serve to greatly simplify how users declare records and select retention "buckets'.
By performing a business functional analysis, it is possible to link the "roles" of staff to "rules" that match the required retention periods and then limit the selection of periods for users to ONLY those record series they create or receive.
This doesn't mean that an organization shouldn't attempt to decrease the number of record series in their schedule, but it does mean thee isn't a reason to make a knee jerk reaction to change the entire schedule without analyzing how difficult it REALLY will be for users to apply it.
First, users will have to declare a document as a "record", based on policy and purpose. Then, they will need to use a pull-down menu crafted to include the types of records they may potentially work with, and select the one best suited to the record.
Generally, this pull-down is limited to the fewest number of items (series) possible, which essentially is a "personal bucket" based on the role of the individual and the rules of the organization.
Give it some consideration- it may work for you!
Thursday, October 18, 2007
Friday, September 14, 2007
Where is YOUR Personal Information??
Interesting article in Forbes, asking the age old question who gets your information and what do they do with it?
The writer postulates (based on input from an IBM analytics specialist), when you give out your information once, and it ends up in a database within 12 months over 1000 listings could potentially exist.
This topic has been discussed many times before and there are a lot of opinions, but what can you do about it? Well, the first thing is DON'T GIVE OUT YOUR information anywhere that you don't need to. Another suggestion is to have a second address, like a PO Box that you can use for non-official sources, and by all means, have a throw-away e-mail address (Yahoo, AOL, G-Mail, or other) that you can give out. As for your phone number, if one is required, you can always scramble the last 4 digits =).
Also, when you DO provide the "real deal", don't be shy about asking what it's going to be used for, what their privacy policy is, how long it will be retained, who it will be shared with, and HOW THEY DESTROY their records. When you ask these questions, if you're not satisfied with the answers, simply put "decline to state" on the form. Obviously, with a medical office, Financial services firm, educational institution, or other critical care organization, they should provide you a copy of their privacy policy (at least in California, because it's required).
The writer postulates (based on input from an IBM analytics specialist), when you give out your information once, and it ends up in a database within 12 months over 1000 listings could potentially exist.
This topic has been discussed many times before and there are a lot of opinions, but what can you do about it? Well, the first thing is DON'T GIVE OUT YOUR information anywhere that you don't need to. Another suggestion is to have a second address, like a PO Box that you can use for non-official sources, and by all means, have a throw-away e-mail address (Yahoo, AOL, G-Mail, or other) that you can give out. As for your phone number, if one is required, you can always scramble the last 4 digits =).
Also, when you DO provide the "real deal", don't be shy about asking what it's going to be used for, what their privacy policy is, how long it will be retained, who it will be shared with, and HOW THEY DESTROY their records. When you ask these questions, if you're not satisfied with the answers, simply put "decline to state" on the form. Obviously, with a medical office, Financial services firm, educational institution, or other critical care organization, they should provide you a copy of their privacy policy (at least in California, because it's required).
Thursday, August 30, 2007
Happy Anniversary, CD-ROM!
Hard to believe it was 25years ago this month the first commercially available music CD was pressed and released... and even HARDER to believe who the artist was!
Ironic it was their last release and the least well known of their history
Ironic it was their last release and the least well known of their history
Monday, July 9, 2007
Welcome to my Blog!
As time goes along, I hope to add information that both new practitioners and seasoned RIMs will find of value related to best practices in the field of RIM, as well as links to information being developed and discussed relevant to the field of practice.
Over the past 5-10 years, RIM is becoming a filed that business is becoming more interested in, primarily due to the increasing volume of information assets in both paper and electronic forms. There is also an increased interest due to the numerous rules and regulations related to managing information organizations are required to comply with.
Many see these changes in regulations as a burden, but others see them as an opportunity to improve on the methods for managing information more effectively, especially that information which meets the definition of "record" for their organizations.
I encourage all visitors to peruse the links to resources provided, and to ask questions on RIM related topics for discussion.
As time goes along, I hope to add information that both new practitioners and seasoned RIMs will find of value related to best practices in the field of RIM, as well as links to information being developed and discussed relevant to the field of practice.
Over the past 5-10 years, RIM is becoming a filed that business is becoming more interested in, primarily due to the increasing volume of information assets in both paper and electronic forms. There is also an increased interest due to the numerous rules and regulations related to managing information organizations are required to comply with.
Many see these changes in regulations as a burden, but others see them as an opportunity to improve on the methods for managing information more effectively, especially that information which meets the definition of "record" for their organizations.
I encourage all visitors to peruse the links to resources provided, and to ask questions on RIM related topics for discussion.
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