AAP Open Forum

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  • 1.  Electronic Records Management and Naming conventions

    Posted 02-09-2023 14:47

    Hi everyone, 

    I'm looking to see if anyone has a good policy for electronic records management that they wouldn't mind sharing. Also, am looking for the best naming convention for this purpose. Thoughts?

    Sylvie



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    Sylvie Leblanc
    Executive Assistant
    Canadian Mental Health Association - Sudbury/Manitoulin
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  • 2.  RE: Electronic Records Management and Naming conventions

    Posted 02-10-2023 09:24

    Hello Sylvie. Are you looking to manage all electronic documents or Quality documents (policies and procedures)?



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    Radmila Minor
    Executive Assistant, Marketing & Communications
    Canadian Society for Medical Laboratory Science
    radmilam@csmls.org
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    Original Message


  • 3.  RE: Electronic Records Management and Naming conventions

    Posted 02-13-2023 11:52
    Hi Sylvie,
    In our company, we have it named as Records and Information Management. Then to the right we a section called "I want to. . . " and you can click on the topics below:
    • Find out how long to keep records
    • Identify records vs. non-records
    • Access tools to manage my information
    • View guidelines for records destruction review and authorization
    • Learn more about destructioin (legal) holds
    When you click on one of these tabs - it would take you more detailed information.
    Hope this helps you get started and I am not able to share our policy and procedures.


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    Teresa Schattenkirk
    Executive Assistant
    The Co-operators
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    Original Message


  • 4.  RE: Electronic Records Management and Naming conventions

    Posted 02-15-2023 16:29

    Hi Sylvie,

    At my last office, one of our admin staff took the lead on this and then we had meetings as the support staff. Basically there was a review of all the current folders, suggestions of a format and process (similar to Teresa's reply) going forward (naming convention, clean up, staff training etc.). For files we moved to YYYY-MM-DD Company Project. 

    Now my office Information System team at my current office is currently looking into improvement opportunities.

    Thanks,

    Caitlyn



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    Caitlyn Hamblin
    Executive Assistant
    Lindsay Construction
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    Original Message


  • 5.  RE: Electronic Records Management and Naming conventions

    Posted 04-13-2023 12:12

    It truly is and should be a group effort, to ensure all departments are included and for buy-in from the staff.



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    M Shannon Manitowabi
    Assistant to Director of Operations
    Wikwemikong Unceded Indian Reserve
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    Original Message


  • 6.  RE: Electronic Records Management and Naming conventions

    Posted 04-16-2023 15:16

    Sylvie:
    You might want to look into  https://www.arma.org/. Maybe reach out and connect by email first...I think the associate membership is $75 a year or something.  They have a discussion forum  amongst retention professionals that seems to be super active and helpful.  If you have to do a lot of retention/ information stuff the info governance staff I've chatted with all seem to belong to it and use it...



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    Diana Bumstead
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    Original Message