I think that the information you seek does exist, how
Dear Steve,
I think that the information you seek does exist, however, very little of it is in the public domain. This is often because most organisations who have been through a major paper based-rationalisation are not happy to have their historical paper management "problems" aired in public.
I have led major rationalisation projects where anything between 15% and 80% of records were disposed of. As a rule of thumb, however, based upon my previous assignments over the last 10 years, a good first assumption is that:
- 1/3 are likely to be active (and could be converted to e-records)
- 1/3 are likely to be inactive, but has to be retained (and could be moved offsite)
- 1/3 are usually past their retention date (or are duplicates) and could be disposed of.
These assumptions can be further refined based upon the size, scale and geographic distribution of the organisation, the existence and application of their retention schedule, the age profile of the various record series, and the organisational maturity with respect to records management.
Best Wishes,
Paul
PS. the paper by Bairn from the 2009 Documentum Europe conference is also quite a useful reference in this matter :
http://www.momentumeurope.com/uploads09/Mon_FUN3_1100_EMC_Baird.pdf
Dr Paul Duller
Consultancy Services Director, Information & Technology Solutions
Tribal
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From: Steve Bailey - JISC infoNet <[log in to unmask]>
To: [log in to unmask]
Sent: Tuesday, 2 February, 2010 13:43:25
Subject: Re: Amount of waste in a paper storage system
Thanks for this Peter, an interesting quote.
Interesting (and telling?) that we have to stretch back 45 years for relevant source data – not that this necessarily lessens its value, though its interesting to postulate what affect changes in the intervening decades may have had on these figures. What with the huge proliferation in local/personal photocopying and printing equipment in the intervening period my hunch is that this 40% figure is pretty conservative as there are likely to be far more copies and drafts of documents now hanging around then there might once of been which should be mopped up by any RM programme.
Cheers
Steve
From:The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Peter Emmerson
Sent: 02 February 2010 12:56
To: [log in to unmask]
Subject: Re: Amount of waste in a paper storage system
There are actually some referenceable numbers in this case. Initially I replied direct to Chris because I couldn't immediately lay my hands on the reference (which is just as well because my recollection was slightly awry).
Leahy and Cameron (1965) wrote, based on their experience:
'In a company that has not been following a systematic records disposition plan…It is not uncommon to destroy 40 per cent of the total records volume and to transfer 25 per cent of office-held records to storage.' (p54)
The diagram on p 55 shows that, consequently only 35 per cent of all records are needed for day to day business. This figure, which is based on an analysis of business activity, could be usefully applied to all records systems. The numbers were borne out by work that we did in Barclays in the 90s where we used these percentages as planning targets: in some cases the in-office portion was reduced to as little as 20 per cent.
Peter Emmerson
Director
Emmerson Consulting Limited
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