Hey guys,
Don't forget that the records management world also includes private
sector/commercial organisations for whom an archive is (legitimately) a
long-term store for non-active records that could have NO historical value.
Regulatory requirements may mandate that specific records must be retained
"in an archive" from a defined time point (usually when they become
inactive) until the end of their retention period (could be 2 years, 5
years, 25 years or indefinite).
I believe the key issue is that every organisation must define unambiguously
the trigger points at which records become "archivable", usually in a
retention policy or a retention schedule. If staff then attempt to transfer
these records to the archive at an earlier time point simply because they
have run out of space, it is clearly a breach of the documented policy.
Regards,
Eldin.
Eldin Rammell, Rammell Consulting Ltd
http://www.rammell-consulting.co.uk
Tel: 08448 844926 (Rammell Consulting office) or 07940 859721 (mobile)
4 Knotts Avenue, Worcester, WR4 0HZ
Skype: eldin.rammell
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Darbyshire,
Michelle
Sent: 09 July 2010 09:40
To: [log in to unmask]
Subject: Re: Info Life-cycle and Archive Deposits
Totally agree with you Deirdre as we were constantly receiving phone calls
asking if we could archive some records but they were not historical. People
seem to use 'archiving' as a term for storage no matter what the retention
or record type. That is what I meant about boundaries etc becoming clouded.
-----Original Message-----
From: Sharp, Deirdre [mailto:[log in to unmask]]
Sent: 09 July 2010 09:29
To: Darbyshire, Michelle; [log in to unmask]
Subject: RE: Info Life-cycle and Archive Deposits
Hi Folks,
Please can you stop using the terms 'archive', 'archiving' and 'archive
deposit' incorrectly. In particular 'archive deposit' has a specific
well-established meaning. Some of us manage the entire records
life-cycle/continuum, including archiving, so the distinction does
matter.
In our retention schedule we distinguish between transfer to store,
pending eventual destruction, and transfer to archive, for permanent
retention. We are trying to implement a ban on the use of the word
'archive' for anything other than permanent retention. It is, of course,
a painful adjustment for some - especially those working in IT. Any
theories on why IT people feel compelled to re-write the dictionary, by
the way?
Deirdre Sharp
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Darbyshire,
Michelle
Sent: 09 July 2010 08:15
To: [log in to unmask]
Subject: Re: Info Life-cycle and Archive Deposits
Hi all,
I had the same problem where I used to work. There had been a project to
develop a new office block and workstyle practices to reduce overheads.
The term 'paperless office' had been banded around frequently but as we
all know this is never likely to happen. I established a new Records
Administration & Digitisation Service and had to provide storage for
inactive/dormant records. However, due to the reduction in office space
the boundaries and RM rules between active, semi-active, dormant and
archives became very clouded. We also ran out of space and the term
'Argos Warehouse'was used. When Corporate cost efficiencies are the
basis for RM rather than FOI etc it becomes difficult to manage such a
project in accordance with RM best practice. This in turn can lead to a
dumping ground if not careful. The only way such a large scale RM
Project can work is if EDRMS is implemented alongside with a good
digitisation plan to reduce the number of paper records.
Regards
Michelle
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Robert
Hogarth
Sent: 08 July 2010 16:22
To: [log in to unmask]
Subject: Info Life-cycle and Archive Deposits
Hi everyone -
We have recently reduced the number of buildings the council occupies
and reduced substantially the storage space available to directorates in
their areas. This has a consequence for me in that the Archives are
starting to receive materials for archiving much earlier. I've been
operating the 'current / semi current then archive process' so that
in practice nothing more recent than say two years will be received for
archiving. ['Archiving' means here 'sitting out retention'].
Due to space reductions, some staff are sending materials for archiving
practically immediately they've 'finished 'with it. I am being countered
with 'No space' argument. Additionally, there are instances of boxes
arriving singly as opposed to - say - 5 boxes or more, so there's an
overhead there too We have already rejected a specific case where a
staff sent papers to be added to a file basically as an extension of
current filing.
There is tacit management support in that we are encouraged towards
challenging standards where the practical /reality is at variance - so
I'm asked why two years, when the disposal date doesnt change?
The main point I'm making is that the 'current/semi-current/archive'
distinction isn't sustainable under pressure from organisations under
pressure to reduce accommodation and that I don't really have an
argument until we run out of archive space.
Anybody else noticing this?
Kind regards
Robert
To view the list archives go to:
https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask]
with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
========================================================================
====
For general enquiries please call our contact centre on 0845 300 6016
- - Disclaimer - -
The information contained within, and in any attachment(s), is
confidential
and legally privileged. It is for the exclusive use of the intended
recipient(s). If you are not the intended recipient(s), please note
that
any form of distribution, copying or use of this communication, or the
information within, is strictly prohibited and may be unlawful.Equally,
you must not disclose all, or part, of its contents to any other person.
If you have received this communication in error, please return it to
the
sender immediately, then delete and destroy any copies of it.
The Health and Social Care Information Centre disclaims any liability
for
action taken in reliance on the content of this communication.
========================================================================
====
To view the list archives go to:
https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask]
with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
The information contained in this email is intended only for the person or
organization to which it is addressed. If you have received it by mistake,
please disregard and notify the sender immediately. Unauthorized disclosure
or use of such information may be a breach of legislation or confidentiality
and may be legally privileged.
Emails sent from and received by Members and employees of Norfolk County
Council may be monitored. They may also be disclosed to other people under
legislation, particularly the Freedom Of Information Act 2000.
Unless this email relates to Norfolk County Council business it will be
regarded by the Council as personal and will not be authorized by or sent on
behalf of the Council. The sender will have sole responsibility for any
legal actions or disputes that may arise.
============================================================================
For general enquiries please call our contact centre on 0845 300 6016
- - Disclaimer - -
The information contained within, and in any attachment(s), is confidential
and legally privileged. It is for the exclusive use of the intended
recipient(s). If you are not the intended recipient(s), please note that
any form of distribution, copying or use of this communication, or the
information within, is strictly prohibited and may be unlawful.Equally,
you must not disclose all, or part, of its contents to any other person.
If you have received this communication in error, please return it to the
sender immediately, then delete and destroy any copies of it.
The Health and Social Care Information Centre disclaims any liability for
action taken in reliance on the content of this communication.
============================================================================
To view the list archives go to:
https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with
the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
LEGAL NOTICE: Rammell Consulting Ltd. Registered in England & Wales Co. No.
6171770.
Checked by AVG - www.avg.com
Version: 9.0.830 / Virus Database: 271.1.1/2990 - Release Date: 07/08/10
19:36:00
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]
|
