Dear All,

We use Opentext Livelink EDRMS, we currently have 880 active users (out
of 1080 user base) and 12,000 records in place, (with deployment due for
completion end June 2007)and have set a 200 item limit on the folders
then advise closure and opening of a part b, c, d etc as required. We do
this because the system checks the individual user permission sets
against each component in the folder before granting access to the
content. I believe this to be a standard feature of most if not all
systems. The limit optimises the performance over system growth over
time.

We created a Business classification scheme based on the business
functions, activities and transactions (a FAT one) and used the first
two levels (primary function & principle activity) to create the upper
levels of the fileplan, we then engaged the business in creating the
lower level folders based on the actual business process, on the basis
that the business process best informs the structure and volume of
folders required.

We further sub-divided our primary activities into Aspects of the
activity e.g. Casework, Policy & Strategy, Requirements, Legislation etc
used this as an additional navigation layer leading to the corresponding
folders underneath. A big advantage here has been the separation of long
and short term records from unending retention. We can now for example
remove all advice on a shorter retention period than perhaps policy
which we wish to retain longer. We can also, send or give access to all
policy on a given activity whilst restricting access to all remaining
records.

It is true that the search engine can locate all items stored (though
there are some metadata exceptions to this), but in our experience a
hierarchical fileplan works best in supporting the filing process, and
the access control requirements across the fileplan. It also allows us
to create bespoke, RM classifications within the system for automating
retention and disposition.

Most users will only use the search engine for retrieval. However, there
are alternative approaches dependant on the richness of your systems
functionality. Livelink allows us to save searches as favourites, to use
categories and attributes to locate data and capture the results as
repeatable searches, as well as creating collections of folders into
your own 'personal workspace' saving the need to search, except to add
the occasional new folder to the collection.

As an Information Professional and Librarian, it has been my experience
that most users do not know how to use a search engine to its best
effect, many are confused at the sophistication, and struggle to go
beyond Boolean.

We have chosen to restrict all permissions and functionality to the
folder level to avoid the extra admin involved in managing individual
components at the lower levels.

If you would like to discuss further, please do give me a ring.

Kind regards,
Joseph

Joseph Wisener BA Hon's ILS
CAA EDRM System Manager
Civil Aviation Authority
01293 57 3962 (direct line)
[log in to unmask]
www.caa.co.uk

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Mark Brookes
Sent: 16 May 2007 10:08
To: [log in to unmask]
Subject: Re: Large files in EDRMSs

It is something that has become more prominent here at our organisation
as an issue as usage of EDRM increases and the duration of time since
roll out has increased.

We certainly have this situation here, we found the most practical
solution was to break up the contents into annual folders in most cases
which as rightly identified could potentially facilitate easier
disposal. Although each document has a date anyway which is a trigger.
Whilst the documents have date metadata, I suppose the possibilities are
numerous, you could break up by year/month etc. or whatever the
organisation sees fit.

Something never touched here yet but exists on many EDRMs is the ability
to "archive" or take offline documents. At the moment everything held is
kept "online" and "live". I doubt much of the stuff over 'x' years has
been touched but obviously still must be kept. Using this functionality
could help remove clutter from the "live" system whilst still
maintaining those documents elsewhere (not sure where yet!) in line with
policy. I am sure one day we will begin have these discussions here.

Regards

Mark

>>> "Bradshaw, Phillip" <[log in to unmask]> 15/05/07 18:07:30 >>>
No dispute with Peter here. I was only addressing how you find them -
not how you store them
 


Phillip Bradshaw 

Information Manager
Clerk to the Council 

Room 111, County Hall 

EMail: [log in to unmask] <mailto:[log in to unmask]>  

Phone:         029 2087 3346 
Mobile :        07779 284684 

Fax:              029 2087 3349 

Proactive Publishing Promotes Positive Perceptions 

 

________________________________

From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Peter
Emmerson
Sent: 15 May 2007 18:00
To: [log in to unmask]
Subject: Re: Large files in EDRMSs



Susan

Using the functionality that Marc has identified, you can (and should)
introduce similar rules to those that operate in the paper world.
Despite what Phillip says, there are very good reasons for this which
are the same as in paper files - to prevent folders from being
re-enlivened after a long gap and to facilitate disposal, as well as to
make searching easier.  Given the quality of titling in most systems
there could be 100 identical documents relating to Fred in a bottomless
folder!

Depending on the records concerned, we recommend closing the part or
volume:

*       When there are 100 documents in it (the old 2.5cm in a paper
file); 
*       In the case of an 'annual' folder - invoices, sales etc - at the
end of the relevant financial or calendar year.  This facilitates
disposal in context rather than as an individual item within a folder;

*       If no new material has been added for 6 months. 



Peter Emmerson

Director

Emmerson Consulting Limited

Poplar House

5 School Street

Witton-Le-Wear

County Durham  DL14 0AS 

Office          01388 488865

Mobile          07740 942682

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Emmerson Consulting Limited is registered in England No. 3607347.  

Registered Office: 140 Coniscliffe Road, Darlington, County Durham, DL3
7RT


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