Greetings from Galveston Tx. We at UTMB Health are using ispace (xythos) as our document management system and I retire all policies that are no longer in use to a file in that system. We moved from one document management system to another this past February and all or the original policies are in a file in the ispace system as well. The beauty of this system as well as the prior system is that both have a versioning function so that everytime a document is saved, the document that it replaced is still available with a time stamp and its original integrity. The downside is that if you only made one housekeeping correction , such as fixing a typo, a new version is saved, so it does require some tedium. In addition to the document management system, I still have five lateral file drawers full of the policies in their incarnations prior to our going electronic in 2007. Welcome to document retention.
From: [email protected] [mailto:[email protected]] On Behalf Of Sarah Brown Sent: Wednesday, September 18, 2013 2:19 PM To: [email protected] Subject: [acupa-l] Archives Greetings. I have been asked to become the archivist for university procedures (we don't have a centralized University Archives). Are any of you currently performing this role? If so, can share your system? I'm getting caught up in the minutiae of a dual paper/electronic system. I'm convinced I am overthinking this. Best, Sarah L. Brown, M.B.A., RP Legal Assistant /Public Records Officer Office of General Counsel Shawnee State University Portsmouth, OH 45662 (740) 351-3046 CONFIDENTIAL COMMUNICATION This e-mail and any files transmitted with it are confidential and are intended solely for the use of the individual or entity to whom it is addressed. This communication may contain material protected by attorney-client privilege. If you are not the intended recipient or the person responsible for delivering the e-mail to the intended recipient, be advised that you have received this e-mail in error and that any use, dissemination, forwarding, printing, or copying of this e-mail and any file attachments is strictly prohibited. If you have received this e-mail in error, please immediately notify the General Counsel's Office by telephone at 740.351.3283 or by reply mail to the sender. You must destroy the original transmission and its contents. P Think Green! Before printing this e-mail, ask the question... is it necessary? ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE e-listing of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to this web address and fill out the form. We will remove you from the list within 24 hours during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html
