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Hi Drew,

I second Natalia. I would also appreciate some of your findings. I just started working my position with the City of Fort St. John. This is a fairly new position the city developed. They did not have anyone looking after records for many years. We have a large amount of out of retention of digital materials. We do have a retentions schedule, but it is very vague and contains a lot of inconsistencies.

Many thanks,
Leone

Leone Nippard, BA, MA
Records Management Coordinator
Direct line 250 794 3280
Fax 250 787 8181
10631 100 Street | Fort St. John, BC | V1J 3Z5





-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Natalia Pietrzykowski
Sent: March-07-18 8:32 AM
To: [log in to unmask]
Subject: Re: Large amount of out-of-retention digital materials

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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