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RECMGMT-L  November 2000

RECMGMT-L November 2000

Subject:

Re: Maintenance of Record Series Inventory

From:

Christian Meinke <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 6 Nov 2000 13:26:42 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (86 lines)

Well, for the most part I'm at about the same stage as you, but I can at
least share how we plan to maintain things (also, of course welcoming any
comments about how these plans are destined to fail, so I can steal your
ideas to a more successful strategy)

For years my Company has relied on a very stripped down retention schedule,
basically detailing the many legal and regulatory constraints in it's
original language.  This was very easy to maintain but very
user-unfriendly. So we have set out to inventory our records and create
more detailed department-specific schedules.  Of course with change
everpresent, it's likely that as soon as the inventory is complete it will
be out of date.  I'm presuming this is the same problem you are asking
about?

Our strategy to keep things up to date involves three things, building a
functional infrastructure behind the records series, making department
managers responsible for their records, and periodic audits.

The first part is gathering the different series and putting them together
into functional groups (i.e. Records that support the companies tax
filings, or Design documents) so any changes to regulations or business
practices for those groups can be applied to all the records series as a
whole.  Of course you'll need a database for this to really work.  Allot of
the records management software out there can do this for you, or you could
probably easily put something together yourself on Access.  Putting this
infrastructure together is where your analysts will really earn their pay.

Making the department manager responsible sounds like a cop-out, on paper
they will be required to inform us of any changes. In reality, this will
give us the authority to check in with all of them on a periodic (annual?)
basis to at least have them affirm that everything is the same.

Audits is probably the most critical part.  Our internal audits group will
review the record keeping practices of the individual departments and
report the results to our executive and governance organizations.  We're
hoping this will actually encourage the department managers to actually
take up their record keeping responsibilities.

That's our vision for the moment, but I invite you to check back with me in
a couple of months and I might be able to tell you how well it worked.

Christian

                             Christian Meinke
                           Edison International
                          Information Management
                                 PAX 27079
                              (626) 302-7079
                             [log in to unmask]




                    "Blake E.
                    Richardson"                 To:     [log in to unmask]
                    <Blake.Richardson@CN        cc:
                    ALIFE.COM>                  Subject:     Maintenance of Record Series
                    Sent by: Records            Inventory
                    Management Program
                    <[log in to unmask]
                    .EDU>


                    11/06/2000 12:01 PM
                    Please respond to
                    Records Management
                    Program






My name is Blake Richardson, Director of Document Management, with CNA LIFE
and the Insurance ISG Leader for ARMA.  I am currently implementing a
comprehensive records management program for CNA LIFE.  Records
Coordinators
have been assigned within most operating and staff areas of our
organization
and are conducting and submitting their record series inventories to my
staff.  However, the question that I would like to submit to the Listserv
is, has anyone developed an efficient way to maintain the inventory once it
has been completed.

Thanks
Blake

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