Records Contacts Meeting

November 2009

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Introductions

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Shared drive (S:/ drive)

Objectives1. Advantages of using the Shared Drive

2. Disadvantages of using the Shared Drive

3. Problems with using the Shared Drive

4. Management of the Shared Drive

5. How to Deal with a Backlog

6. Model Folder Structure

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1. Advantages of using the Shared Drive

• Reliable access

• Files backed-up on regular basis

• Facilitates shared access to records

• Key word searchable

• Maintains records access over long periods of time

• Alleviate space problems associated with paper record storage

• Records stay with department independent of staff turnover

• Reuse of templates and commonly used documents

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2. Disadvantages of using the Shared Drive• Anyone can create or delete folders and information• Inconsistent or meaningless file/folder names

– Beth’s stuff– UOIA (Use of incomprehensible acronyms)

• Deep hierarchical folder structures– Multiple clicks to locate documents

• Low level documents being lost or able to be opened– File path too long for servers to recognise

• No controls on storing duplicate information• Related documents can be stored in multiple folders

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3. Problems with using the Shared Drive• Folders created by staff to exploit benefits but:

– Grow organically over time by multiple users– Store all ages and formats of documents– Represent many individual work habits and practices

• And this results in department:– Not knowing what information is stored or where it is– Unable to determine if information is lost or missing– Unable to determine who created, maintains or owns

information– How long to keep information

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4. Management of the Shared Drive• Include folder management as regular agenda items

for team meetings• Designate ownership and responsibility of folders

including:– Creation of new folders– Reviewing information and structure– Applying disposal schedules

• Train new staff on shared folder and how and where to store documents

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5. How to deal with a Backlog

• Category related searching– Date created/modified searches– Size of file– Type/format of file

• Target poorly name folders• Records management days

– Create new structure– Migrate existing files/folders into new structure

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5. How to Deal with a Backlog (cont.)• SysExporter v1.51

– http://www.nirsoft.net/utils/sysexp.html

– Export search results into other programmes– Manipulate and allocate search results– Many other management features

• Addressing backlogs mostly require:– Setting aside designated time– Reasonably plan what you can accomplish– Document what you have accomplished so that next time

you are not starting over again

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6. Model Folder Structure

• JISC model business classification scheme is recommended as a starting point

• Looks at records of an HEI as a totality• Helps to identify “master” records and lessen duplication• Maps straight onto disposal schedules• Some of the work is already done for you!

http://www.jiscinfonet.ac.uk/partnerships/records-retention-he/hei-bcs

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Any Questions….