Amy
I held back from mentioning the wiki approach because I did not know of anyone who had built an 'internal' one- until now!
Wearing my IRMS hat, we built this for the development of 'crowd-sourced' retention consensus and there is no doubt that the format is user friendly.
http://www.irms.org.uk/irmswiki/index.php?title=Main_Page
Regards
Meic
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Helen Cannings
Sent: 23 July 2015 17:25
To: [log in to unmask]
Subject: Re: Usable Retention Schedules
Hi Amy,
I created a wiki to host our records retention & disposal schedule here at Aberdeen City Council, for much the same reasons as you list... wanting people to actually use it!
We've only had it up on our internal pages for about 4 weeks now, but it seems to be working well. Advantages are that wiki is a format most users are familiar with for 'finding out stuff', and is both browse-able and searchable. Useful also because:
- we can answer specific retention related queries by pointing directly to relevant page (each record class has its own wiki page)
- we can reflect links and connections between record classes more flexibly that than is allowable in a flat hierarchy, using links, which allows us to guide users more easily.
- we can link users directly to retention 'rationales' - usually on legislation.gov.uk, but sometimes to National/Council Policies etc., which will hopefully help users to trust (and stick to) the retention periods & actions given
- we can link users to our other resources and guidance.
- we can use the 'discussion' pages to encourage users to help us keep it up to date over time (though the RRDS wiki itself is it's not editable by user at large).
- you can track the amount of hits each page is getting.
It can't do everything, but it’s a lot better than the excel spreadsheet and pdf version we had before.
It's hosted internally so I can't link you to it, but if you were interested I'd be happy to chat.
Helen Cannings
Senior Information Compliance Officer
IT & Transformation | Corporate Governance Aberdeen City Council, Business Hub 17, 3rd Floor North, Marischal College, Broad Street, Aberdeen, AB10 1AB Direct Dial 01224 343430 | Tel 08456 080910 or 01224 522000
Email: [log in to unmask]
www.aberdeencity.gov.uk
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Amy Cawood
Sent: 23 July 2015 16:13
To: [log in to unmask]
Subject: Usable Retention Schedules
I would like to deploy my new records retention schedule in a user-friendly format. Most schedules I have come across are based on spreadsheets or are in PDF format on websites, and can be very lengthy. I was interested in something a bit more interactive and less burdensome on the end users - something that answers " I have to archive this, where do I file it and for how long should I keep it?"
Any Suggestions?
Amy Cawood
Information Officer
Agriculture and Horticulture Development Board Kenilworth
CV8 2TL
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