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RECMGMT-L  March 2006, Week 1

RECMGMT-L March 2006, Week 1

Subject:

Re: Migrating Data/Backfile into DM/RM System

From:

"Colgan, Julie J." <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 6 Mar 2006 14:55:41 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (130 lines)

Carolyn,



Not understanding your infrastructure and how the network drives you
mention are allocated, I'll share my thoughts from my point of view.  I
would approach this by department at our firm as it would work best with
our culture.  I would meet with a group of folks with similar focus and
needs and address their push-back issues (which would likely be
departmental in nature and result from how THEY do their business). 

I would start with the department(s) that are most "friendly" to the RM
program and go from there.  Using incremental successes as marketing
tools as I go along, so by the time I get to the more difficult
departments I'll be ready with solid arguments and examples as to why it
is important they participate and how it has succeeded with their peers.

As for time frames, I would choose one timeframe for everyone,
regardless of the amount of material they will need to address.  Let's
face it, folks talk, and if Tom tells Susie that they got 6 months to
clean up their mess, and Susie's group only got 30 days, you're bound to
have some upset people.  Remember, the goal is to get it cleaned up, so
don't make it a race and risk failure (unless, of course, your
organization's culture would respond well to a more "competitive"
approach).

All along the way, remind folks why this is important, not only to the
organization but to them personally.  Be ready to give examples of
efficiencies, etc. that they can hold onto as they work their way
through it.

We use such network drives for transitory work or WIP and the data can
run the gamut from personal to client related (and I'm sure there are
final documents out there too, regardless of the fact we have a DMS!).
I'd be hard pressed to find enough similarities between documents on any
given network drive to automate any significant portion of such a
project.

Regardless of how you approach it, kudos to you for attacking it!  Best
of luck!



Julie



-----Original Message-----

From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of many4631802

Sent: Monday, March 06, 2006 12:32 PM

To: [log in to unmask]

Subject: [RM] Migrating Data/Backfile into DM/RM System





Hello everyone.  I have a little dilemma that I'm hoping that I can get
a feedback from the list on. 



About a year ago my company installed an document/records management
software to 1) help manage the growth of electronic documents and our
network drives; 2) to locate documents more readily; and 3)to be able to
manage according to our RM policies.



The system does contain the agency's file plan and staff are forced to
profile documents once they hit the "save" button, which is great. The
problem-there are several network drives (from c-p that currently holds
and enormous amount of data.  I need to put together a plan to migrate
that data (backfile as you will) into the DM/RM system. My initial
thoughts are to take the smaller drives first, give the department
approximately 30 days to move the data, delete the garbage (i.e., it's a
birthday party, etc)  and move relevant business documents into the
dm/rm system and then delete or remove access to the drive. For larger
drives allow roughly 3-6 months for cleanup.



Another approach could possibly be to go department by department and
remove access (by department as they clean up their information). Here
again, allowing approximately 3-6 months for this process.



My opinion either way, there will be quite a bit of resistance but I'm
not sure which would be more effective.  Any suggestions from the
group??



Thanks for your help.



 CWilliams

Records Management Officer



               

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