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I are a few strategies to approach clean up that I know of.  There are probably others too.  😊  There is always more than one way to get things done.

1.  Setting up secondary server storage and allow employees to only copy over what needs to be kept with a deadline for shutting off old server.
2.  Using a go-forward plan.  Example:  As 5/1/2018 we will start using classification/taxonomy and record retention standard on files going forward.
4.  Employees taking part in an annual RIM day to clean up their drives and local storage
5.  Data mapping software can show where files types are being stored.  Then using some logic to remove obsolete and files older than specific date or by last accessed date.

Regards,
Joanie Erickson, IGP, CRA, CIP
Global Records and Information Governance Leader
Direct: 630-718-5153
www.molex.com | RIM is Your Role - Site

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Natalia Pietrzykowski
Sent: Wednesday, March 7, 2018 9:32 AM
To: [log in to unmask]
Subject: Re: Large amount of out-of-retention digital materials

Sent by an external sender

----------------------------------------------------------------------
Hi Drew,

Would you be able to share some of your findings with me off list? I have a similar situation at my institution, employees almost never dispose of electronic records. However, we are still in the process of implementing a RIM policy and retention schedule (so they have had little guidance).

I am also fairly new to RIM, and I am interested to hear how this issue is being tackled by others.


Appreciatively,
Natalia

Natalia Pietrzykowski, MI
Records & Document Co-ordinator
Medicine Hat College
[log in to unmask]





-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Drew Davis (s)
Sent: Tuesday, March 06, 2018 2:50 PM
To: [log in to unmask]
Subject: Large amount of out-of-retention digital materials

Hello,
My name is Drew Davis, and I am the new(ish) archivist for a medical association and also happen to have records management duties. While I've been an archivist for over a decade, I don't have much experience with records management.
My issue: I conducted a records management verification process last year which required contacts on the records retention schedule to "verify" that they were properly disposing of out-of-retention materials. We found that apparently little consideration was ever really given to disposing of digital materials, and that now we have quite a bit of out-of-retention material in fileshares, Oracle, email, etc.
This has also turned into a political issue; our purchasing/contracts department, one of the largest offenders of hoarding digital materials, has shown interest in working to clean up their e-records. At the same time, their director is questioning why they should put time/money into cleaning up their e-records when the info could be discoverable in other places. Some older contracts are still active, and so I don't believe that "purging all records before a certain date" is an option.
My questions are:

*         Have you encountered this situation at your institution? How have you handled it?

*         Do you know of any best-practices guidelines specifically for a situation where a records management program was technically in place, but a department has not been following retention guidelines (for years)?
I've reached out to a few personal contacts who are records managers (and who have provided wonderful guidance), but I've decided to cast a wide net for more input. I appreciate any advice this listserv can provide.
Thank you so much!
Drew Davis, CA
CAP Archivist & Records Manager
College of American Pathologists
325 Waukegan Road, Northfield, IL 60093
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