We've been trying to get schools to understand this from a Purpose basis, as others have also mentioned. We ask schools to take the technology out of the equation and think about what they would do, what they would record and for how long. We then add in the technology and see what changes.
We've also had some success explaining it in the context of projects and PLCs.It used to be email rather than Teams/Yammer that was the problem, but applying the same principle we keep what is needed during the project and the only keep the outputs and *anything else that was decided it would be needed when the project/PLC began*.
Not perfect, but fits in with the idea that you record what you need and do so in the appropriate place ... and then get rid of what is not needed.
Tony Sheppard CIPP/E
--
Head of Services
GDPR in Schools
02039 610 110
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Meic Pierce Owen
Sent: 13 May 2020 12:45
To: [log in to unmask]
Subject: Re: [External] creating an archive of yammer and MS Team chats
I think that John has the essence of it here.
It is not about what the system does- but rather what we want to achieve.
What we are trying to do at Fife Council, which is an E3 environment but with a structure of retention-controlled SP libraries in parallel, is to throttle back system retain and record capabilities best we can- and elsewise to encourage the right behaviours.
I feel Donald's and others' pain around this and we are feeling the same.
What we are encouraging people to do is to pick up on decisions made via the numerous comms channels and capture them either via copy/paste or screenshot or in an email starting 'I refer to our conversation in...'
The content search facility is, I think the future- not least as I think it will allow us to apply system-wide retention by attribute in the not too distant future (ie: if it is called a duck, or reads like a duck then we retain it for the period that we retain a duck).
However, and I may be proven a dinosaur sooner than I may have thought over this, I think John is speaking sooth in suggesting that we need to encourage the capture of the evidence.
I really like the idea of the whole environment being one long meeting, but I think our working practices are too 'human' and 'content search' not quite there yet to allow us to take that step. One point here is access to information. If we go the MS way and just keep everything and then find it, think of the ATI exposure that comes with that!!
This is a great thread btw...it is bang on the moment...
Every day truly is a schoolday right now
meic
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of John Wilson
Sent: 13 May 2020 12:24
To: [log in to unmask]
Subject: Re: [External] creating an archive of yammer and MS Team chats
CAUTION: This email originated from outside of the organisation. Do not click links or open attachments unless you recognise the sender and know the content is safe.
________________________________
Hi everyone,
I don't often put my head above the parapet here but maybe, just maybe, this is as much about behaviours than it is about technology.
As a records manager I have learned that we constantly need to remind our colleagues what a record is and then why and how to capture those things that are records.
We will never stop people from adopting new ways of working whether that is the introduction of new technologies or new/different ways of working, nor should we unless we want to be branded as Luddites!
So... whatever people are using and wherever they are working they need to be advised/cajoled/told to think about:
What it is they are doing. Are they making decisions or creating/gathering information or data that informs those decisions?
Are they doing something where they need to have evidence of what they have done and why they did it that way?
Are they creating an information asset, e.g. data that has been gathered, ideas that have been shared, options that have been considered, which has ongoing value as it is needed to support one or more business activities?
If the answer is yes to any of the above then people need to know that it is up to them to make the conscious decision to keep a record. It is not enough to simply assume that the tool they happen to be using to make that decision, or carry out that action, or gather that data will somehow automatically create a record. So they need to be given the means to be able to recognise the need for and to create a record (with the appropriate authenticity, reliability, integrity and usability) where necessary. This implies not only the tools to do the job but also awareness, encouragement and support and through that the behaviours to ensure that appropriate records are created and kept.
I know that this can be difficult but that doesn't mean we shouldn't try!
... and don't even start me on the compliance issues...
Stay safe everyone.
John
John Wilson FIRMS FIIM
JMW Mosaic Ltd
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