records management myths or the records manager is going to tell me to keep everything!
DESCRIPTION
Fascinating quotations of ineradicable views of Employees regarding Records Management in companies.TRANSCRIPT
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Records Management Myths
or The records manager is going to tell me to keep everything!
Records Management
29.01.2010
Mario Rieger
1
Records Management Myths
or The records manager is going to tell me to keep
everything!
Fascinating quotations of
ineradicable views of Employees
regarding Records Management
in companies.
1. The best way to "archive" (for preservation)
is to burn a CD.
2. Employee: Well, here are all the records we
have!
Records Manager: but at the third floor I have
seen more records!
Employee: at the third floor ...? But they are
only invoices!
1
3. Business Areas - "IT owns all the records." IT
- "Business areas own all the records."
4. Employee: How long do I need to keep my
email?
Records Manager: (holding up a paper so the
employee can't see the content) How long
do we have to keep this paper?
Employee: Well it depends what's on the
paper!
Records Manager: Exactly!
5. A Public Record (as defined by the state
public records act) has to be kept forever so
anyone can look at it!
6. “Legal says we have to keep these records
for xx years.”
7. "ALL of my records are copies!"
8. IT are de facto records managers for
electronic records:
8.1."But IT said I didn't need to keep the
records." This one pops up when staff
receive the IT notice that server storage
1
reaches maximum and IT states that the
office needs to get rid of records to open
up more storage space.
9. Scanned records are just as legal and valid as
the paper originals:
9.1."We've scanned so now we can destroy
the originals
10."They're not records, it's just my work."
11.Records Manager: "How long should these
records be retained?
Employee: Permanent!"
12."We did not destroy or discard any records
last year. We sent EVERYTHING to you, for
storage."
13.Two other responses from offices when
explaining the definition of a record:
13.1. "We don't have any records
because we don't create any." This is
particularly common in IT units.
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13.2. "It isn't a record because it gets
destroyed. We don't keep this
permanently.”
14."Isn't archives and records the same thing?"
15.“All records must be kept for X years.”
16.“I don't have any records.”
17.Records Manager: Hi, I'm here to do the
scheduled records inventory for your divison
and wanted to visit with you before I begin.
Division Leader: Oh, you don't need to
conduct one of those here because here in
the Marketing Division, we don't have
records. All we have are convenience
copies.”
18.“ All my records are vital.”
19.“electronic files can't be records.”
20.“…PERMANENT Records...”
21.“SharePoint doesn't contain records.”
22.“I only need to keep email.”
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23.“I use backup tapes for my records
repository.”
24.“E-records don't need retention periods
assigned....they can be kept forever.” or –
much more easier and better “Electronic
records last forever.”
25."These are MY records"
26."Email is not a record"
27.“We reduced the retention period from 20
years to 1 because we didn't have room for
all the paper records.”
28.“"This isn't a record...I printed off the
electronic copy for MY files."