Published on December 20, 2012
The daily usage of the Records Retention Plan is declining.
I do not want to say that your organization should have none – far from it. Any organization should have a record keeping schedule safely stashed in the arms (arsenal?) Of the records and information management, law and technology departments. However, the typical end user (TEU) does not want it and will not use it.
So, Records Manager, how will you react? What do you have in your wallet?
Hardcopy Records Management
For the management of hardcopy records (typically stored in Q4 and Q1), a concise shopping list of record types and retention periods is simple and easy to post on the intranet.
During the onboarding process, direct the new TEUs to the link from the Records Department main page (be careful, they will not remember later) or to your colleagues during these calls "Help!" , Which always arrive at 16:55 clock.
Management of electronic records minus the retention plan
The management of electronic records is more difficult. The Trifecta of Records and Information Management professionals can always agree to agree the rules behind the e-Records publishing platforms. But what if TEU participation is required? How can you best encourage TEUs to make retention decisions without relying on the record retention plan?
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, a few rules:
You can not:
Postpone the record retention schedule
Discuss laws / regulations / standards
Records use jargon
to reflect the old willingness to "but it is instinctive!"
You can:
Use specific business examples
Use company language
Explain the scope and impact of documentation in your organization
How do you create your results?
Leave the role of the Records and Information Manager behind. Next, separating from the traditional definition of a dataset – measured by the tempo of the typical working day – the TEU has no time to really care about it. Remember: Everyone has attended the mandatory Record Training Course and forgot it immediately. You create a new (record-related) third place.
Use haunting, inspirational sources like these. 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 guideline that allows the EUV to decide which content to put in less than one record is detected 5 seconds; and
first of all remind TEUs at "here" – records of this organization, this preservation activity, this legacy.
The Gettysburg address is perfect for such inspirations, and this video is deceptively simple. Simple is elegant.
In the meantime, do not forget your statement of Edward Tufte (creating depth) and Nancy Duarte (resonant).
What are the results of this logic game? Three to five typical business content categories that should not be traced back to function data series in any way. These categories are different. It's fine to present the model with dotted lines – after all, a state of information change is discussed – but you should leave that with the definition of a record, if you can. The categories must be universal because they are relevant to the responsibilities of all. At best, TEUs will remember one at the moment of the declaration. But one category is all that is needed, yes?
Source: http://www.cmswire.com/cms/information-management/records-management-retention-schedules-take-a-back-seat- 017698.php
