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Data Administration: Retention Schedules Take a Again Seat

Published on December 20, 2012

Daily use of the record retention plan is declining.

I don't want to say that your organization shouldn't have one – far from it. Every organization should have a record retention schedule that is safely stowed in the arms (Arsenal?) Of the Records and Information Management, Legal, and Technology departments. However, a typical end user (TEU) does not want to and will not use it.

So, Records Manager, how will you respond? What's in your wallet

Management of hard copy data records
For the administration of hard copy data records (normally saved in the 4th and 1st quarter), a clearly arranged shopping list with data record types and the corresponding retention periods is easily and easily available on the intranet.

During the onboarding process, direct the new TEUs to the link from the main page of the Records department (be careful, they won't remember it later) or to your colleagues at these "Help!" – Call at 4:55 p.m.

Managing electronic records less the retention plan
Managing electronic records is more difficult. The trifecta of specialists in the field of records and information management can always agree on agreeing the rules behind the publication platforms of e-records. But what if TEU involvement is required? What is the best way to encourage TEUs to make retention decisions without just relying on the record retention schedule?

Let's play a game. You, a record and information management specialist, create a policy that describes how your company's content becomes a record. First some rules:

You cannot:

Postpone record keeping schedule
Discuss laws / regulations / standards
Use records – jargon
Use the old standby mode, "but instinctively!"
You can:

Use specific business examples
Use company language
Discuss types of documentation in your company
Mention scope and impact
How do you create your results?

First, leave the role of data record and information manager behind. Next, separate yourself from the traditional definition of a dataset – measured by the pace of the typical working day, the TEU has no time to really worry about it in this context. Remember: everyone has attended mandatory recording training and immediately forgot about it. You create a new (record-related) third place.

Retreat to haunting, inspiring sources like this one. This 2012 Motion Graphics finalist at the Vimeo Awards was beautifully designed by Adam Gault, Stefanie Augustine, Chris Villepigue and Carlo Vega and read by Mitch Rapoport. Sure, it's Speech 101, but remember:

You create a memorable document, but 101.
You provide a policy that allows the TEU to decide in less than 5 seconds what content will become a record. and
most importantly, remind the TEUs of "here" – the records of this organization, this preservation, this legacy.
The Gettysburg address is perfect for such inspiration, and this video is deceptively simple. Simple is elegant.

In the meantime, do not forget your instruction from Edward Tufte (creating depth) and Nancy Duarte (resonating meaning).

What are the results of this logic game? Three to five typical business content categories that should in no way be traced back to functional data series. These categories are different. It's okay to introduce the model with dotted lines – after all, a change in the state of information is discussed – but you should leave it with the definition of a dataset if you can. The categories must be universal because they are relevant to everyone's responsibilities. At best, TEUs will remember you at the moment of the declaration. But a category is all that is needed, yes?


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