Paper Piles Eating You Up?
BLOG UPDATE ~ In my use of another organizations’ list for documentation, I have heard from quite a few records management people. The statement that I didn’t omit regarding a “relatively new industry” seems to have raised some flags. Thank you for the value of your feedback, and I offer my apologies!
The basic guideline for records retention is still a tool I find useful - and offer this start point as a reference only. As stated clearly in the article - ALWAYS check with your legal and financial council before disposing of potentially important records.
As a relatively new blogger, I have learned the power of the blog, and will be very clear to state “Check with your physician before bending at the waist” from now on. Thank you all for the feedback.
And, thanks to Bruce for this information: There is a professional organization, ARMA International (www.arma.org) that represents the records management profession, which has over 10,000 members in the government and private sectors. We even have a credential, the Certified Records Manager, that is administered by the ICRM (www.icrm.org). Might want to check them out…
ORIGINAL BLOG ~
As I was gearing up to write a blog on the subject of paperwork, I came across this well-organized version at OnlineOrganizing.com ~ and I think its silly to recreate the wheel.
There is a link to the full article contents below this excerpt. Maybe you’ll wind up with a big pile of paper to start a cozy fire with on this cold Halloween eve!
KNOW WHEN TO LET GO
Let’s start by going through your old files and doing some purging. You could always work off of the philosophy that “if you don’t have a good reason for keeping it, get rid of it” — but what counts as a good reason? A lot of folks are afraid to ever throw document away because they might need it again someday. I always suggest that my clients as themselves some basic questions about why they are keeping their paper:
- Is the information RELEVANT to my life, personal interests, or job?
- Has this information become outdated? Can I find a more CURRENT document?
- How easy would it be to REPLACE this if I needed the information later?
- What is the WORST THING that could happen if I got rid of it?
We have actually seen the rise of an entirely new field of study — RECORDS MANAGEMENT — dedicated to helping people understand how long they have to keep certain documents. And based on the information gathered by this industry, we have compiled standard schedule for purging your files. But you may have some unusual or extenuating circumstance in your life — and you should check with your accountant or attorney before pitching out any important legal, business, or financial paperwork.
How Long Do I Keep It?
http://www.onlineorganizing.com/NewslettersArticle.asp?newsletter=go&article=203
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November 2nd, 2007 at 2:31 pm
I’m happy to see the focus of this piece on “Records Management”. With the advent of the use of electronic records, Records Management, often referred to as Records and Information Management (RIM) has become more critical to organizations that struggle to meet their compliance responsibilities and litigation challenges. Many organizations have become overwhelmed by the torrent of information created in modern government, and need RIM professionals to protect their interests and to allow them to use information as an asset.
A great source for information on Records and Information Management is ARMA International. The web site for this not-for-profit professional association is http://www.arma.org. ARMA has been in existence for more than 50 years, and its 11,000 members benefit from being part of an Association that leads in the education and training for information management professionals.
Doug Allen
November 2nd, 2007 at 4:13 pm
Yes the statement “relatively new industry” did stick out like a sore thumb. As no doubt others have pointed out the profession is not a relatively new one but has been around for over 50 years. I myself have been working in the field for close to 30 years.
But I do want to thank you for making other folks aware of the profession