What are you most proud of this year?

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Tis the season of giving!

Here at AIIM we’re grateful for the members who make up our community–your work, dedication to your peers, and contributions to AIIM and the industry–truly are what’s best about AIIM
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This month we’re interested in showcasing your work in an effort to not only underline what it means to be an Information Professional but to also help others who face similar challenges. This past year, we saw ca—d@Connie Prendergast share her Retention Schedule Draft, -e@Madi McAllister share her Privacy Notice Policy Template, 602—9@Orestis Gkikas share his DMS checklist–and so much more.

What have you done this year that you are really proud of and can share with the group? We’re looking for checklists, templates, policy guidelines, automation flows, interview questions, RFP guidelines–really anything that you are able to share and that you feel would benefit others in the IM field. Maybe even an industry cartoon–everyone needs a good laugh here and there.

And to reward you for sharing, the top 3 recommended pieces of content submitted between now and January 15th will be given a $100 VISA gift card and AIIM T-shirt for their efforts in January 2019.

To submit:
1. Upload your Template, Checklist, Guidelines into the AIIM library: http://community.aiim.org/participate/share-file (this can be a PDF, Excel/Word file, Video, PowerPoint) – be sure to provide an accurate description.
2. Reply to this post to encourage the community to check out the resource you’ve added. Be sure to include a direct link to the piece so members can easily access it!

It’s really that simple, but you know you already did the hard piece when developing your submission:) Questions, post them here–or DM me! Let’s see how we can help the community in this season of giving!

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AIIM
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Check out this resource! http://community.aiim.org/viewdocument/document-and-records-management-sof?CommunityKey=ef0b197b-3e04-4378-8cc8-bd0b55a36a1c&tab=librarydocuments

Compilation of requirements for a document and records management software system. Choose what your organization needs, and send to vendors with RFP.


I am VERY pleased to have finally ironed out the steps needed to complete our new records retention and disposition at the end-of-life-cycle stage of electronic records in our EDMS repository.

This office has 30-60 staff, depending on the season, but 30+ in the office. This is a municipal office and the records are important, however, there was never a dedicated Records Management staff until the new electronic document management system was purchased a few years back. At that point, I was hired to implement the new software, create the repository, train the staff, and oversee the implementation from start to finish. The goals included other information governance improvements, however, that is another story!

The repository is now complete and operating as expected, however, the end-of-life-cycle stage is only just becoming mature enough for real live action to take place, since the majority of our documents are retained for a minimum of five years. In January of 2019, a large number of records reach the end of their life cycle and I needed to be ready with a good understanding of what needs to be done and training documents (procedures) ready to present to the staff that will take part in approving destruction.

Our software is now ready, the automation (workflows) have been tested, the theory put into practice, and the training documents completed. Today, I uploaded two procedures, one that outlines the steps to be taken by administrative assistants responsible for their departments’ records on this topic of records destruction. One of the procedures relates to the old paper records still in the vault, since we never did have a training program or written procedures for records destruction. The other procedure outlines what is required for electronic records in the organization’s EDMS repository.

This has been a struggle, since there were no previous documents or outlines to follow, and it seemed like every municipality that I approached either had procedures far more complex than we wanted (the larger cities) or they also didn’t have anything in place (municipalities of similar size to ours). Most of them were in the same boat as our office, just starting out and not having made any decisions on how they were going to proceed with records destruction for the records in their own EDMS repository. I AM NOW READY!!

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Flagstaff County Sedgewick, AB CANADA
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Good for you Connie! Congrats!


@Connie Prendergast — this is so great to hear. Really happy to hear that the project has been a success and your company feels ready for the next stage in January! Alsoappreciate all you’ve shared with this community regarding your experiences.

For those interested in checking out Connie’s training document on Electronic Records Destruction Procedures, b4–afdyou can find her template here. Alternatively here PAPER Records Destruction Procedures template b4–afdis found here.

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AIIM
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Way to go Connie.
I am sure that it took endless meetings, arguments, tears and fist fights (well maybe not fist fights), but now that you have it in place I am sure that it will help you recruit new (younger) people to your organization. For many young civil servant professionals a real turnoff is the “old processes”.

Years from now, let us know if your employee demographics are affected by your change.

Happy New Year


Thanks for the resources shared f-78@Regan Plain and ca—d@Connie Prendergast — appreciate your quick uptake in regards to building AIIM’s practical resources.

Anyone else wanting to share a template, policy guide, retention schedule they helped developed this year? These peer-to-peer learning resources really help take best practices and put them into action.

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AIIM
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HI, please check out this resource to present an initial Enterprise Content Management Change Strategy to your board of directors: http://community.aiim.org/viewdocument/ecm-corporate-change-strategy-pre

Regards,

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Banco General S.A.
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I have just uploaded another document that I am very pleased with, as it will help me in my work immensely: “Records Management workflows for event based records”

I am very pleased to have completed this. In 2018, I was finally able to come to terms with some controls that will help me ensure that event based retention requirements are met. My research did not uncover anything that was of much help in understanding how best to move forward, even when interviewing other records managers at other municipalities in our area. The software that we purchased and I have implemented for our office has many options, however, without seeing them in action, it was hard to imagine what would be best.

The uploaded document was put together last week as a way of helping me review what I have done, keep my head wrapped around all of the options I have explored, and remember the set-ups that I have put in place and liked. Moving forward, using this document I will be able to more easily see which options I should use on any new records that I come across that will need event based controls, and anyone that will have to take over for me after I retire will be able to understand what I have set up much more easily.

I hope this document will also help anyone else out there that is working on implementing something similar and is working on their own.

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Flagstaff County Sedgewick, AB CANADA
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Where is the document, Connie?


Lorne, go into the AIIM Community and under the Browse tab, pick Resources. It is called “Records Management Workflows for Event Based Retention”. It did not upload well. Jessica is currently working on getting it to upload better and I am considering rewording it a bit to be of more generic info for the general records management interest instead of so specific to my office.

Thanks,


@Lorne Rogers – views best when downloaded:)

Here’s a direct link: http://community.aiim.org/viewdocument/records-management-workflows-for-ev?CommunityKey=0594b29e-595f-4c42-9609-1a75cf04f5d8&tab=librarydocuments

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AIIM
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Thanks, Jessica, for your help. Unfortunately, I discovered inaccurate information on that document this morning and I have replaced it. Hopefully, this link will work:
http://community.aiim.org/viewdocument/records-management-workflows-for-ev-1

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Sedgewick, AB CANADA
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Special thanks to @Connie Prendergast , @Hemaben Patel, and @Regan Plain — winners of our Resources Challenge.

Really appreciate all of you sharing your work in the community to help others. Though the challenge ends today, I encourage everyone to continue to share their templates, best practices, checklists, and helpful tips in the library. Your work is valued not only by your organization but by others who are facing similar challenges. Let’s close the IIM gaps by encouraging others through our own spirit of collaboration.

Thanks to all who participated in this challenge!
You can find the winning resources here:

Document and Records Management Software Requirements
Records Destruction Procedures – Paper and Electronic
ECM Corporate Change Strategy Presentation
Records Management Workflows for Event-Based Retention

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AIIM
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Thanks, Jessica! It is always a pleasure to be able to participate!

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Sedgewick, AB CANADA
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Thank you very much to all. Hoping to share more of my work and definitely engage more with the community.

Regards,

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Hemaben Patel Digital Content Management Assistant Manager Banking Industry, Panama
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