This has been an interesting week spent in high level training. Slowly but surely, someone is trying to turn a group of us into skilled taxonomy and records management gurus. We’ve had the pleasure of witnessing Jesse Wilkins (aaim.org) attempt to teach us the basics of taxonomy, records management, document storage and categorization, and several other topics that occasionally seemed a bit over everyone’s head. I don’t think that anyone realized just how complex electronic content management actually was, or rather, is. There’s a great deal involved, first in just figuring out where to start and then how to proceed. Starting begins with trying to figure out where records are currently stored. Actually, before doing that, we need to figure out exactly what qualifies as a record, then we can move on from there. At the moment, we’re working toward implementing a formal ECM system in which to track and control (for records retention purposes as well as archiving) the literal millions of pages of digital and paper that we currently have, including maps, engineering drawings, internal documents, personnel and HR records, property deeds and right-of-way documentation, reports, videos, audio files, CAD drawings, GIS data, and even reel-to-reel and cassette (both video and audio). The monumental scope of the project is almost too much to comprehend, but we have to start somewhere.
As usual, it’s been determined that if a department can break something, it’s us. So we’ll be piloting the system once it’s finally purchased and rolled out. The initial roll-out will be limited to HR, Legal, possibly Finance, and … us. Probably because of our unique requirements. We don’t do anything rote. Everything is custom, customized, or customizable.
Today the question was asked regarding where personnel files are kept. Everyone agreed that they belong to HR and are, therefore, stored in HR…but field offices maintain “shadow” or local copies that may or may not be in sync with those kept in HR. The collective gasp was audible as everyone looked at me with shock and asked why. Well, first, the files were inherited and second, as a field office manager, I don’t have the luxury of walking down a couple of flights of stairs to HR to view the originals. Nor do I have time to wait for someone to forward me copies from downtown. Hell, at the speed in which our internal courier moves, I’d be able to walk to headquarters and chisel out copies before they arrived at my location. What am I supposed to do? No one seemed to have a solution before we broke for the day.
Also, I’m not a morning person. Getting up at 5:45 in the morning to catch a 6:48 train for a 50 minute ride into Los Angeles–and then do the return trip in the afternoon–kind of sucks. I like my 8 minute commute.