Determining What Information to Keep in a File Shares Cleanup - 6 Key Questions to Ask
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A critical part of a file shares cleanup is determining what to keep in the process. Developed by AIIM, an independent association focused on intelligent information management, and reviewed by information professionals, understand the 6 questions to ask when trying to figure out if you should keep certain pieces of content. This presentation has been extracted from an AIIM online Quick Study course focused on how to cleanup your file shares. To learn more visit: http://www.aiim.org/file-share-cleanup-course
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Determining What Information to Keep in a File Shares Cleanup - 6 Key Questions to Ask
- 2. www.aiim.org/quick-study ©AIIM 2016 How to Clean Up Your Shared Files Agenda 1. IntroducGon to File Shares 2. The Challenges of File Shares 3. The Benefits of File Share Cleanup 4. Gaining ExecuGve Management Support 5. Preparing for the File Share Cleanup 6. Determining What You Have in Your File Shares 7. Determining What Informa0on to Keep 8. How to Get Rid of the ROT 9. How to Set Up a Filing Structure 10. Next Steps
- 5. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep To Keep or Not to Keep? 1. Is it business informaGon? 2. Is it acGve informaGon? 3. Is it needed for legal or recordkeeping reasons? 4. How old is it, and how long since it was last used/accessed? 5. Does it have historical value? 6. Is it a copy?
- 6. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Is It Business Informa0on? Examples of non-business informaGon: • Personal informaGon with no business relevance • Minor or collegial relevance • Business-related but not business relevant • None of these should be kept
- 7. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Is It Ac0ve Informa0on? Examples: • Work-in-progress • Current reference materials • Current supporGng informaGon such as images and templates
- 8. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Is It Needed for Legal or Compliance Reasons? Examples: • Contracts and financial documents • Documents related to legal obligaGons • Documents required for regulatory compliance • Personnel-related documents • Other formal business records
- 9. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep How Old Is It? • Age may be just a number - some documents may need to be kept a certain period of Gme • How old is it? • When was it last accessed?
- 11. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Is It a Copy? • Where is the original? • Are there mulGple versions? • Is there a specific reason for creaGng these copies?
- 12. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Who Makes The Decisions? • Dedicated team • Subject mafer experts • Either way, need to consult with legal, compliance, records management, and the business
- 13. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Test Your Knowledge When should documents be discarded? a) Never – just in case the organizaGon needs them in the future b) Whenever the business users are done with them c) Once they no longer have business value d) Aeer seven years
- 14. www.aiim.org/quick-study ©AIIM 2016 Determining What to Keep Test Your Knowledge When should documents be gofen rid of? a) Never – just in case the organizaGon needs them in the future b) Whenever the business users are done with them c) Once they no longer have business value d) Aeer seven years