There is every possible chance that you will become the most unpopular person in the organisation - people do not like change. But, get it right and you might become the most loved person.
You will have to get your change management strategy right. Make sure that the users know and love your electronic records system. Of course, that is easier said than done. Also be aware that sometimes shared folders are the best tool for the job. Some areas might be harder to convince than others - start with the easy targets.
The National Archives of Australia has issued an advice called "Using shared folders in conjunction with a recordkeeping system" at http://www.naa.gov.au/recordkeeping/rkpubs/advices/advice70.html which may be of use (I hope so, I wrote it). At the very least, it should give you some points to 'sell' the new way of doing things.
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Only my last paragraph should be construed as representing the views of my employer.
From: chris muthas [mailto:[log in to unmask]]
Sent: Tuesday, May 16, 2006 1:23 AM
To: [log in to unmask]
Subject: Shared drives - pushing the button
I am looking into a policy to eliminate old data being held within shared drives. This is in line with a records management policy that will require 'key' records to be transferred to an electronic records system (or paper if it exists and is 'structured').
My initial thoughts are something along the lines of everything over 3 years goes
and that everything which has not been viewed for over a year goes into an offline limbo storage for a few more years before being deleted.
Obviously warnings will be given and this will be done in line with a retention policy so that records related to risk areas or functions are secure.
Does anyone have a policy like this that has worked? Has anyone considered this but chucked it out? Is this too risky? Will I become the most unpopular person in my organisation?
Any comments advice etc would be really appreciated - thanks in advance...