The Implementation of an Electronic Retention Schedule
| Pages | 217-227 |
| Date | 01 March 1997 |
| DOI | https://doi.org/10.1108/eb027113 |
| Published date | 01 March 1997 |
| Author | STEPHEN BAILEY,ALAN MURDOCK,DAVID RYAN |
| Subject Matter | Information & knowledge management |
The Implementation of an
Electronic Retention Schedule
STEPHEN BAILEY, ALAN MURDOCK and DAVID RYAN
Abstract
In this article the authors explain how a new system has been designed to work
in conjunction with existing databases to ensure a consistency of approach to
retention scheduling across a variety of media and formats. The system allows
for the whole life-cycle of
a
record to be pre-defined at both record series and file
level. The reports produced by the system enhance a retention schedule pro-
gramme that not only meets the needs of the records manager, but also serves as
a 'user-friendly' point of contact between himself and the users he serves. The
authors will briefly explain the existing approach taken to retention scheduling
at Pfizer Central Research, Sandwich and will demonstrate how this new
'Electronic Retention Schedule' (ERS) will enhance the current system of pub-
lishing advisory 'guidelines' for users and implementing 'annual reviews' of
record holdings held in a number of different storage formats.
Background
The increased centralisation of retention schedule administration and the
increasing volume of records currently being generated in both paper
and electronic form will require a more pro-active approach to retention
scheduling. An increased emphasis will be placed on the role of the
records manager as an administrator in this system. In this article, the
maintenance of the Electronic Retention Schedule (ERS) and how it
functions at a practical level will be examined, as shall the technical spec-
ifications that underlie the system and its ability to co-ordinate retention
schedule activity across several independent database platforms. Finally
the authors will discuss the advantages of the ERS and its ability to pro-
duce a standardised and centralised approach to the management of
records. The ERS will assist departments in their implementation of
agreed Schedules and will also meet the business critical need of co-ordi-
Records Management Journal, vol.
7, no 3,
December 1997,
pp.
217-227
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