Susan
Further to Marc's answer also bear in mind that the need find a document
would probably not require you to drill down or find one out of 100's of
documents in a folder in anything like the same way. You will have
search, including wild card facilities, plus ability to view and sort
files in multiple ways, or create virtual folders based on metadata.
In a paper file of letters in date order you have to manually search to
find letter to Fred. In an EDRM you just search for 'Fred' or re-sort by
addressee. If the EDRM is properly planned this should then be a
non-problem.
Phillip Bradshaw
Information Manager
Clerk to the Council
Room 111, County Hall
EMail: [log in to unmask]
Phone: 029 2087 3346
Mobile : 07779 284684
Fax: 029 2087 3349
Proactive Publishing Promotes Positive Perceptions
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of GRAHAM Susan
Sent: 15 May 2007 17:12
To: [log in to unmask]
Subject: Large files in EDRMSs
Please can people with EDRMSs advise on how they manage or avoid having
very large "files" in their EDRMS? As an organisation that does not
have an EDRMS we are trying to imagine what life with an EDRMS would
look like. I have been talking to colleagues about being able to drill
down through a filing hierarchy until one reaches the level of the
"file" where documents are stored, and being able to "open" the file and
see a list of all the documents in it. Someone has asked me how people
prevent "files" from becoming so large that they become unmanageable,
either because they cover too large a date span or because they have
hundreds of documents in them, making it extremely difficult to browse
the contents. For paper files we have the concept of opening a new part
when the file gets too thick or too old. What happens with electronic
files?
Best wishes,
Susan Graham
University Records Manager
Policy & Planning
University of Edinburgh
Old College
South Bridge
Edinburgh
EH8 9YL
Tel: 0131 6514 100
-------------------------------------------
FREEDOM OF INFORMATION - TWO YEARS ON
After two years of FOI, are you confident you know how to handle a
request for information? If not, refresh your knowledge with a specific
briefing, tailored to your area's needs.
To find out more or to see the procedures for handling a request, visit
http://www.recordsmanagement.ed.ac.uk.
-------------------------------------------
**********************************************************************
Privileged/Confidential Information may be contained in this message. If you are not the addressee indicated in this message (or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case, you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your employer does not consent to Internet email for messages of this kind. Opinions, conclusions and other information in this message that do not relate to the official business of the Council of the City and County of Cardiff shall be understood as neither given nor endorsed by it. All e-mail sent to or from this address will be processed by Cardiff County Councils Corporate E-mail system and may be subject to scrutiny by someone other than the addressee.
**********************************************************************
Mae'n bosibl bod gwybodaeth gyfrinachol yn y neges hon. Os na chyfeirir y neges atoch chi'n benodol (neu os nad ydych chi'n gyfrifol am drosglwyddo'r neges i'r person a enwir), yna ni chewch gopio na throsglwyddo'r neges. Mewn achos o'r fath, dylech ddinistrio'r neges a hysbysu'r anfonwr drwy e-bost ar unwaith. Rhowch wybod i'r anfonydd ar unwaith os nad ydych chi neu eich cyflogydd yn caniatau e-bost y Rhyngrwyd am negeseuon fel hon. Rhaid deall nad yw'r safbwyntiau, y casgliadau a'r wybodaeth arall yn y neges hon nad ydynt yn cyfeirio at fusnes swyddogol Cyngor Dinas a Sir Caerdydd yn cynrychioli barn y Cyngor Sir nad yn cael sel ei fendith. Caiff unrhyw negeseuon a anfonir at, neu o'r cyfeiriad e-bost hwn eu prosesu gan system E-bost Gorfforaethol Cyngor Sir Caerdydd a gallant gael eu harchwilio gan rywun heblaw'r person a enwir.
**********************************************************************
|