JISCMail - RECORDS-MANAGEMENT-UK Archives

Thanks Paul.

I do agree with what you are saying but I can foresee an issue with it - cost.

If University of Berkley research is even remotely accurate it is quite scary. It reports that organisations hold about 80% duplicate material. If 80% of the very high cost of managing and backing up our information is just to hold convenience copies then I need to find ways of reducing the volume at least and maybe identifying what is left and moving it to cheaper storage and backup. In my view people will always create duplicates because they can, not necessarily because they need to. So how do I convince them to do otherwise? The tack we are taking is education around the costs and some procedures around managing those convenience copies that do exist.

I think there is always an interesting tension between RM principles and business needs and drivers; finding innovative ways of reconciling them is the fun part!

Regards,

Susan

Susan

Not an issue really. Apply the lifecycle attributed to the substantive
record and let the business destroy on or before the substantive date
according to their own business needs.

Paul

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Susan
Mansfield
Sent: 29 March 2006 19:23
To: [log in to unmask]
Subject: Glossary definition of "regular use"

In our RM Operating Principles I say:

"Where a duplicate file or information is kept for convenience this is
to
be destroyed as soon as it is no longer in regular use."

I'm now trying to develop a definition for "regular use" and was
thinking
along the lines of "A document would be considered in regular use if it
is
referred to more than ? times per month."

Has anyone given any thought to this before and would share with me what

they decided regular use was.

I know as minor as it may seem I shall probably get endless questions on

the exact definition!

Thanks,

Susan

Susan Mansfield
Records Manager
Strategy Directorate
Scottish Enterprise
150 Broomielaw
5 Atlantic Quay
Glasgow
G2 8LU

Direct Line: 0141 228 2485
Fax 0141 221 3217
E-mail: [log in to unmask]

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