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RECMGMT-L  March 2000

RECMGMT-L March 2000

Subject:

Re: Clean-Out Days

From:

"Myers, Thomas L. (Clerk)" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Tue, 28 Mar 2000 14:21:59 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (96 lines)

Create publicity posters (real or electronic) to put-up on company bulletin
boards and in break-rooms.  I did one the year "Dick Tracy" came out using
the primary red/yellow/black color schemes from the movie, and a re-cycling
bin with a flashing red light and keystone-cop characters.  We held training
sessions for the Records Coordinators and gave them door-tags to put on each
office as it was "cleaned and inspected".  Coordinators were also re-trained
on how to use the Retention Schedules to determine what could be destroyed
and what needed to go to the Records Center.

They received yellow t-shirts with R.I.O.T. Squad logos (Records Inventory
and Organization Tactics) to wear on the day of the clean-sweep.  The event
was scheduled for a casual Friday and everyone knew about it well in
advance.  Have lots of standard storage boxes and transmittal forms on hand,
and be prepared to empty the recycling bins several times.  I think we
recycled over 4 tons of paper that week, as well as accumulating 4 pallets
of re-usable binders, pendaflex folders, and office supplies.

Give prizes to the Department that does the best job (base on % of space
reclaimed to overall space, instead of total pounds destroyed, so smaller
departments have a chance against the larger accounting groups that are
paper intensive.)

Give negative-prizes to those that make the least progress, too.  (Tongue in
cheek, so you don't offend anyone, too much.)

I think our total budget for the posters, door-hangers, t-shirts & prizes
was $500, and that included hiring a graphic designer to create the posters
& t-shirt logo.

And don't forget to clean-out those e-mail folders and server files.  If you
don't have an EDMS to help with this, include training for the Coordinators
in how to better organize files on computers, and don't forget to apply the
retention schedules to the e-mail, too.

Good Luck,
Thomas L. Myers, CRM
Senior Management Analyst
Office of the City Clerk
City of Berkeley, CA
510-665-7502
[log in to unmask]




-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]]
Sent: Tuesday, March 28, 2000 12:29 PM
To: [log in to unmask]
Subject: Clean-Out Days


Hi everyone!

My name is Kim Roseman, and I am Records Analyst for W.W. Grainger Inc.

I realize this subject has been discussed several times before, but because
the archives are currently unavailable, I was hoping you would revisit the
topic of records clean-out days.

I was recently asked to set-up and implement a yearly clean-out day for my
company (@2500 employees).

We did our first company-wide clean-out day last year, right before moving
into a new building.  Unfortunately, no matter how hard we tried to educate
the company about all of the reasons for doing a clean-out, many people
still
think that the clean-out process is something that only needs to be done
before a move.  Because of this, I am worried that gaining participation,
not
to mention enthusiasm, will be extremely difficult.

Does anyone have any advice on how to PR this event?  Can you share any
clever
themes you might have successfully used in the past?

We do have record coordinators in place for several departments, and I am
counting on them to act as cheerleaders, as well as contacts for retention
questions and the like.  However, there are some departments that have not
yet
assigned a record coordinator, usually because their management does not
understand the importance of records management.  How on earth do I get
these
departments to participate in the clean-out day?

Finally, this is my first time setting up a clean-out (my boss set up last
year's), and I'd appreciate any heads-ups you can give, pitfalls to avoid,
etc.

Thank you so much for your help.  I'm really anxious to make this project
run
as smoothly as possible, while gaining added visibility for my department.

Kim Roseman
W. W. Grainger, Inc.
[log in to unmask]

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