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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!

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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.

1

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."