Determining What Information to Keep in a File Shares Cleanup - 6 Key Questions to Ask

www.aiim.org/quick-study©AIIM2016

DeterminingWhatInforma0ontoKeepinaFileSharesCleanup

6KeyQues0onstoAsk

©AIIM2016 www.aiim.org/quick-study

HowtoCleanUpYourSharedFiles

Agenda1.  IntroducGontoFileShares2.  TheChallengesofFileShares3.  TheBenefitsofFileShareCleanup4.  GainingExecuGveManagementSupport5.  PreparingfortheFileShareCleanup6.  DeterminingWhatYouHaveinYourFileShares7.   DeterminingWhatInforma0ontoKeep8.  HowtoGetRidoftheROT9.  HowtoSetUpaFilingStructure10. NextSteps

DeterminingWhattoKeep

LearningObjec0ves

Attheendofthismodule,youwillbeabletodeterminewhatinformaGontokeepbasedonitsbusinessvalue.

ValueofDocuments•  IdenGfydifferentclassesofdocumentsby

valueorlifecycle– Documentsvs.records– “Important”vs.non-important/workingfiles– Businessvs.non-business– ROT

•  EnsurethesedefiniGonsarecommunicated•  “JustinCase”

ToKeeporNottoKeep?1.  IsitbusinessinformaGon?2.  IsitacGveinformaGon?3.  Isitneededforlegalorrecordkeeping

reasons?4.  Howoldisit,andhowlongsinceitwaslast

used/accessed?5.  Doesithavehistoricalvalue?6.  Isitacopy?

IsItBusinessInforma0on?Examplesofnon-businessinformaGon:•  PersonalinformaGonwithnobusiness

relevance•  Minororcollegialrelevance•  Business-relatedbutnotbusinessrelevant•  Noneoftheseshouldbekept

IsItAc0veInforma0on?Examples:•  Work-in-progress•  Currentreferencematerials•  CurrentsupporGnginformaGonsuchas

imagesandtemplates

IsItNeededforLegalorComplianceReasons?Examples:•  Contractsandfinancialdocuments•  DocumentsrelatedtolegalobligaGons•  Documentsrequiredforregulatory

compliance•  Personnel-relateddocuments•  Otherformalbusinessrecords

HowOldIsIt?•  Agemaybejustanumber-somedocuments

mayneedtobekeptacertainperiodofGme•  Howoldisit?•  Whenwasitlastaccessed?

DoesItHaveHistoricalValue?•  Morecommonlyseeningovernment•  OeenthisinformaGonwillbetransferredtoa

formalarchives

IsItaCopy?•  Whereistheoriginal?•  AretheremulGpleversions?•  IsthereaspecificreasonforcreaGngthese

copies?

WhoMakesTheDecisions?•  Dedicatedteam•  Subjectmaferexperts•  Eitherway,needtoconsultwithlegal,

compliance,recordsmanagement,andthebusiness

TestYourKnowledgeWhenshoulddocumentsbediscarded?a)  Never–justincasetheorganizaGonneeds

theminthefutureb)  Wheneverthebusinessusersaredonewith

themc)  Oncetheynolongerhavebusinessvalued)  Aeersevenyears

TestYourKnowledgeWhenshoulddocumentsbegofenridof?a)  Never–justincasetheorganizaGonneeds

theminthefutureb)  Wheneverthebusinessusersaredonewith

themc)  Oncetheynolongerhavebusinessvalued)  Aeersevenyears

SummaryInthiscourse,youlearnedtohowtodeterminewhatinformaGontokeepbasedonitsbusinessvalue.Tofullyunderstandhowtoplanforafilesharescleanup,accessthefullcourseathfp://www.aiim.org/file-share-cleanup-course

Determining What Information to Keep in a File Shares Cleanup - 6 Key Questions to Ask

Technology

An Analysis on the “Issue Of Shares On Preferential Basis” · Issue Of Shares On Preferential Basis (5) In determining the terms and conditions of conversion under sub-section

Firewall Cleanup

DETERMINING THE NUMBER OF FACTORS IN APPROXIMATEjb3064/papers/2002_Determine_the_number_of_factors_in_approximate...a demand system has one common factor, budget shares should be independent

World Cleanup 2012 Conference - insight to cleanup preparations in Albania!

Determining Cleanup Goals at Radioactively Contaminated Sites

STATE OIL COMPANY OF AZERBAIJAN REPUBLIC ...documents1.worldbank.org/curated/en/995431468221703092/...and determining the area and volume of cleanup works; 7. The consultant will assess

Quechers cleanup presentation_itsp

The Cleanup

1 Radiation Site Cleanup: CERCLA Requirements and Guidance Associated ITRC Documents: Determining Cleanup Goals at Radioactively Contaminated Sites:

2009 Spring Cleanup

DesignModeler - Cleanup and Repair...DesignModeler - Cleanup and Repair Page 1

Oil spill cleanup

Determining Priorities for Publicly Funded VET: The Industries’ Shares Model Presentation to the VET Research and Planning Network Forum – 22 April 2005

Cleanup, Disposal & Clearance

Estimating Cleanup Costs for Oil · PDF fileof circumstances that determine cleanup cost. Estimating a ... Spill Database shows that cleanup cost/tonne is ... Estimating Cleanup Costs

Cleanup Chronicle

TITLE OF PRESENTATION · lee, eee OCEAN CLEANUP . OCEAN CLEANUP . OCEAN CLEANUP . OCEAN CLEANUP . Title: TITLE OF PRESENTATION Author: Fatimah Sulu Gambari | The Ocean Cleanup Created

Cleanup Grant Session - US EPA · Cleanup Grant Program Cost Share • Applicants must provide a 20% cost share for cleanup grants. A $200,000 cleanup grant will require a $40,000

The Ocean Cleanup

Fighting cleanup routines