Fri, 5 July 2013
In this podcast Ian Meldon, a records management consultant working for the United Nations Food and Agriculture Organisation (FAO) describes FAO's e-mail based records management system.
The previous records management system at FAO
The previous electronic records management system that FAO operated was also based on e-mail. From the year 2000 they had asked colleagues to copy or forward any e-mail needed as a record to the e-mail address of their local registry, where registry staff would file the e-mail in a Microsoft Outlook shared folder structure. The system worked tolerably well, although compliance with the policy varied from area to area.
One weakness of the previous system was that all the records were kept within the Microsoft Exchange environment. People could only see the records of their local area - there was no possibility of a FAO wide search. There was no sustainable way of holding and applying retention rules to the records.
Principles behind FAO's new records management system
When FAO decided to overhaul the records system they based their approach on three principles:
In the podcast Ian describes the evolution of records management at UNFAO over the past twenty years. Ian also discusses:
Ian is @MrMeldon on Twitter. His LinkedIn page can be found at http://it.linkedin.com/pub/ian-meldon/45/659/733 .
Ian was interviewed by James Lappin who is @jjameslappin on twitter and who blogs at http://thinkingrecords.co.uk/
Direct download: ECM_Talk_018_-_Ian_Meldon_-_e-mail_based_records_management_system_at_UNFAO.mp3
Category:Records management -- posted at: 5:40am UTC