Hello,
Has anyone undertaken a review of their organisation's use of
Shared/Network Drives in Windows for storing electronic records?
If so, is there anyone who would be willing to share their process /
results / thoughts with me?
The impetus in my own organisation for undertaking this work is firstly,
to address the ever growing amount of server space being taken up by
electronic information (when about 10 minutes of searching the drives
reveals many large and out of date items that can be deleted, freeing up
several gigabytes in one swoop) and secondly to assist culture change to
move the organisation gradually towards the concept of electronic
records management and corporate shared filing space, and to improve the
naming conventions being used and the folder structures to make them
more logical so that information is easy to find.
If this rings a bell with you I'd be interested to hear how your project
progressed. Happy to visit you in person (if in London), on the phone or
by email!
Also I would be interested to know if anyone has a policy on how long to
store .pst files (email "archive" files). We are recommending that if an
email is an important Trust record which needs to be retained for
legal/statutory/operational purposes etc then it should be saved onto
the relevant paper or electronic file and kept in accordance with our
retention policy, as the subject/topic of the email determines its
retention.
However, people are still creating these "email archive" files (.pst
format) as a back-up, because their mailboxes get too large (although we
are trying to prevent this) or because they are afraid to delete their
emails - and I am wondering if anyone has a retention policy on these
files. Are they comparable to the old paper "day files" (which we only
keep for 6 months)?
To add a bit of background, we do not have a policy of deleting
individual emails from mailboxes after a certain period (e.g. 3 months).
Sorry if this has been addressed before on the list.
Catherine Redfern
Modern Records Manager, Barts and the London NHS Trust
Tel: 020 7480 4866 / internal: 18-4866
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