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Subject: Re: Promoting a "Clean out your Records Day" within a Organizatio n
From: "Love, Tom (NIP)" <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Wed, 1 Oct 2003 11:41:09 -0400

text/plain (76 lines)

We stopped having "Files Clean-up Day" here at CDC several years ago. Too
many valuable records were being destroyed by offices without RM guidance.
Better to institute a full blown program based on the Records Liaison model
that Larry mentioned.
BTW: I usually hold my training sessions in the morning and I always bring

Tom Love, CRM
Records Management Officer
National Immunization Program
404 639 8093

-----Original Message-----
From: Lawrence Medina [mailto:[log in to unmask]]
Sent: Wednesday, October 01, 2003 1:22 AM
To: [log in to unmask]
Subject: Re: Promoting a "Clean out your Records Day" within a Organizatio n

This thread (well, 2 messages don't really constitute
a thread I guess) is a bit disturbing, primarily
because the messages tend to indicate that both of
these organizations have records management programs
and retention schedules, but no one is following them!

Enron and Arthur Andersen both had RM programs and
retention schedules and failed to follow them, and
they resolved their problems by having "Clean Out Your
Records Days"... the primary difference is they failed
to follow their retention schedules when they
performed their clean outs, and it seems as if both of
these folks DO plan to process the records in
accordance with theirs.

What it brings to the forefront though is the apparent
need for additional training of the staff in the
organizations where these records are collecting and
being held beyond their assigned retention periods, as
well as the possibility if there ever was a "hold on
destruction" placed on records it would likely not be
properly implemented.

I would suggest that these organizations consider a
"records liaison structure" where there is someone in
each portion of the organization responsible for
managing repositories of records who is trained to
ensure that files are managed in a manner that
simplifies the "culling" of files based on their
retention periods and can also allow for the
accommodation of placing moratoriums on destruction of
records, if necessary.

The justification would be to determine the cost for
these periodic/annual "clean outs" and show the time
spent training and to cover the effort of records
liaisons as a tangible cost avoidance for future clean
outs coupled with the saving of space required for
storage, and the intangible would be the avoidance of
the risk associated with retaining records beyond
their specified time frame.  This work would likely be
performed by the same staff that does the inventorying
and the approvals would be done "in the course of
normal business" by the Department Heads.

Sounds like a win-win situation to me, only without
the pizza.  Maybe you could serve pizza at the
training classes and once a year when you celebrate
"Records and Information Management Month"?


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