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www.aiim.org/quick-study©AIIM2016
DeterminingWhatInforma0ontoKeepinaFileSharesCleanup
6KeyQues0onstoAsk
©AIIM2016 www.aiim.org/quick-study
www.aiim.org/quick-study©AIIM2016
HowtoCleanUpYourSharedFiles
Agenda1. IntroducGontoFileShares2. TheChallengesofFileShares3. TheBenefitsofFileShareCleanup4. GainingExecuGveManagementSupport5. PreparingfortheFileShareCleanup6. DeterminingWhatYouHaveinYourFileShares7. DeterminingWhatInforma0ontoKeep8. HowtoGetRidoftheROT9. HowtoSetUpaFilingStructure10. NextSteps
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DeterminingWhattoKeep
LearningObjec0ves
Attheendofthismodule,youwillbeabletodeterminewhatinformaGontokeepbasedonitsbusinessvalue.
www.aiim.org/quick-study©AIIM2016
DeterminingWhattoKeep
ValueofDocuments• IdenGfydifferentclassesofdocumentsby
valueorlifecycle– Documentsvs.records– “Important”vs.non-important/workingfiles– Businessvs.non-business– ROT
• EnsurethesedefiniGonsarecommunicated• “JustinCase”
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DeterminingWhattoKeep
ToKeeporNottoKeep?1. IsitbusinessinformaGon?2. IsitacGveinformaGon?3. Isitneededforlegalorrecordkeeping
reasons?4. Howoldisit,andhowlongsinceitwaslast
used/accessed?5. Doesithavehistoricalvalue?6. Isitacopy?
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DeterminingWhattoKeep
IsItBusinessInforma0on?Examplesofnon-businessinformaGon:• PersonalinformaGonwithnobusiness
relevance• Minororcollegialrelevance• Business-relatedbutnotbusinessrelevant• Noneoftheseshouldbekept
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DeterminingWhattoKeep
IsItAc0veInforma0on?Examples:• Work-in-progress• Currentreferencematerials• CurrentsupporGnginformaGonsuchas
imagesandtemplates
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DeterminingWhattoKeep
IsItNeededforLegalorComplianceReasons?Examples:• Contractsandfinancialdocuments• DocumentsrelatedtolegalobligaGons• Documentsrequiredforregulatory
compliance• Personnel-relateddocuments• Otherformalbusinessrecords
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DeterminingWhattoKeep
HowOldIsIt?• Agemaybejustanumber-somedocuments
mayneedtobekeptacertainperiodofGme• Howoldisit?• Whenwasitlastaccessed?
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DeterminingWhattoKeep
DoesItHaveHistoricalValue?• Morecommonlyseeningovernment• OeenthisinformaGonwillbetransferredtoa
formalarchives
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DeterminingWhattoKeep
IsItaCopy?• Whereistheoriginal?• AretheremulGpleversions?• IsthereaspecificreasonforcreaGngthese
copies?
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DeterminingWhattoKeep
WhoMakesTheDecisions?• Dedicatedteam• Subjectmaferexperts• Eitherway,needtoconsultwithlegal,
compliance,recordsmanagement,andthebusiness
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DeterminingWhattoKeep
TestYourKnowledgeWhenshoulddocumentsbediscarded?a) Never–justincasetheorganizaGonneeds
theminthefutureb) Wheneverthebusinessusersaredonewith
themc) Oncetheynolongerhavebusinessvalued) Aeersevenyears
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DeterminingWhattoKeep
TestYourKnowledgeWhenshoulddocumentsbegofenridof?a) Never–justincasetheorganizaGonneeds
theminthefutureb) Wheneverthebusinessusersaredonewith
themc) Oncetheynolongerhavebusinessvalued) Aeersevenyears
www.aiim.org/quick-study©AIIM2016
DeterminingWhattoKeep
SummaryInthiscourse,youlearnedtohowtodeterminewhatinformaGontokeepbasedonitsbusinessvalue.Tofullyunderstandhowtoplanforafilesharescleanup,accessthefullcourseathfp://www.aiim.org/file-share-cleanup-course
