Susan
All EDRMSs support the idea of "parts" within files, just as in the
paper world. This was introduced into both the PRO specifications (1999
and 2002) and in MoReq (in which the parts are referred to as "volumes")
expressly to avoid having files that acquire so many records that they
become unmanageable. As this is mandatory functionality in both the PRO
and MoReq specifications, ALL the EDRMS vendors provide this
functionality, albeit with differing levels of usability.
For more detail see PRO 2002 requirements A.1.52 onwards and MoReq
section 3.3.
If you envisage buying an EDRMS, I strongly recommend that you delve
into these two specifications, and that you use them as a basis for your
procurement specification.
Marc Fresko
EDM & ERM Consulting Services Director
Cornwell Management Consultants plc
Home Barn Court, The Street
Effingham, Surrey KT24 5LG
UNITED KINGDOM
[log in to unmask]
Tel: +44 1372 456086
Mob: +44 7767 325630
Fax: +44 1372 450950
www.cornwell.co.uk
Company Number 2668512 - Registered in England and Wales
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of GRAHAM Susan
Sent: 15 May 2007 17:12
To: [log in to unmask]
Subject: Large files in EDRMSs
Please can people with EDRMSs advise on how they manage or avoid having
very large "files" in their EDRMS? As an organisation that does not
have an EDRMS we are trying to imagine what life with an EDRMS would
look like. I have been talking to colleagues about being able to drill
down through a filing hierarchy until one reaches the level of the
"file" where documents are stored, and being able to "open" the file and
see a list of all the documents in it. Someone has asked me how people
prevent "files" from becoming so large that they become unmanageable,
either because they cover too large a date span or because they have
hundreds of documents in them, making it extremely difficult to browse
the contents. For paper files we have the concept of opening a new part
when the file gets too thick or too old. What happens with electronic
files?
Best wishes,
Susan Graham
University Records Manager
Policy & Planning
University of Edinburgh
Old College
South Bridge
Edinburgh
EH8 9YL
Tel: 0131 6514 100
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