Hi all,
I had the same problem where I used to work. There had been a project to develop a new office block and workstyle practices to reduce overheads. The term 'paperless office' had been banded around frequently but as we all know this is never likely to happen. I established a new Records Administration & Digitisation Service and had to provide storage for inactive/dormant records. However, due to the reduction in office space the boundaries and RM rules between active, semi-active, dormant and archives became very clouded. We also ran out of space and the term 'Argos Warehouse'was used. When Corporate cost efficiencies are the basis for RM rather than FOI etc it becomes difficult to manage such a project in accordance with RM best practice. This in turn can lead to a dumping ground if not careful. The only way such a large scale RM Project can work is if EDRMS is implemented alongside with a good digitisation plan to reduce the number of paper records.
Regards
Michelle
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Robert Hogarth
Sent: 08 July 2010 16:22
To: [log in to unmask]
Subject: Info Life-cycle and Archive Deposits
Hi everyone -
We have recently reduced the number of buildings the council occupies and reduced substantially the storage space available to directorates in their areas. This has a consequence for me in that the Archives are starting to receive materials for archiving much earlier. I've been operating the 'current / semi current then archive process' so that in practice nothing more recent than say two years will be received for archiving. ['Archiving' means here 'sitting out retention'].
Due to space reductions, some staff are sending materials for archiving practically immediately they've 'finished 'with it. I am being countered with 'No space' argument. Additionally, there are instances of boxes arriving singly as opposed to - say - 5 boxes or more, so there's an overhead there too We have already rejected a specific case where a staff sent papers to be added to a file basically as an extension of current filing.
There is tacit management support in that we are encouraged towards challenging standards where the practical /reality is at variance - so I'm asked why two years, when the disposal date doesnt change?
The main point I'm making is that the 'current/semi-current/archive' distinction isn't sustainable under pressure from organisations under pressure to reduce accommodation and that I don't really have an argument until we run out of archive space.
Anybody else noticing this?
Kind regards
Robert
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