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
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________________________________
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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