1. Big Buckets: the future of retention scheduling? Prof Julie McLeod School of Computing, Engineering & Information Sciences Northumbria University iRMS North Meeting, Retention Schedules, 5 July 2012, Durham

2. Acknowledgements Elizabeth Lomas & Chris Campbell Continued Communication Research Group 80 international, multidisciplinary co-researchers linking research and practice to answer one question: How can organisations maximise the potential of their communications taking into account the impact of the individual? -investigating communications in the 21 st century

3. Reviewing ‘Big Buckets’ in practice A group discussion Overview Retention and appraisal The evolution of retention schedules: their pros and cons ‘Big Bucket’ retention schedules The retention solution? Conclusions

4. Traditional Appraisal

5. Functional Appraisal

6. Macro-Appraisal

8. What are Buckets?

9. Applying RM principles, adapting practice

12. Different approach to retention scheduling Fewer but wider record ‘series “an application of disposition instructions against a body of records grouped at a level of aggregation greater than the traditional file series or electronic system” (NARA, 2004) Risk based Cross functional Pragmatic Less effort/simpler

13. Big buckets Origins of big buckets NARA Marcus, R. (2002). NARA: a sneak preview, Information Management Journal, V36(2), p.56-7. Context ERM application - autoclassification of records into a fileplan Initially known as ‘flexible scheduling’

14. NARA 3 Buckets: Program Direction Administration Program Operation

15. Government Accountability Office (US) 3 Primary Buckets: – Policy, Publications and Special Collections – permanent retention – Mission – 5 year retention – Administrative – 7 year retention

16. Discussion Establish your bucket categories ‘Fill’ your buckets with sample record series What are the pros and cons of big buckets

17. Conclusions Simple concept, intuitively appealing How many ‘big’ buckets works? “a lot of dead wood for a long time, which means a variety of additional costs” (Montana, 2010) “The secret to appraising records is to put a bag over them, and focus on the context of their creation” David Bearman, In Cook, T. (2005). Macroappraisal in theory and practice. Archival Science, 5 (2-4), p. 101-161.

18. Records Management Journal www.emeraldinsight.com/login Login: RMSNorth Password: emerald12

19. Records Management Journal Bailey, S. The metadatabase: the future of the retention schedule as a records management tool. V9 (1), 1999, p33-45 Beneito Arias, P. Appraising the value of statistical records of the European Central Bank for retention scheduling purposes. V18(3), p.205-220 Ekweozor, U & Theodoulidis, B. Review of retention management software systems. V14 (2), 2004, p. 65-77 Man, E. A functional approach to appraisal and retention scheduling. V15(1), (2005), p21-33 Serewicz, LW. Do we need bigger buckets or better search engines? The challenge of unlimited storage and semantic web search for records management. V20 (2), 2010, p.172-181 Sims, F. A new appraisal approach for English Heritage, V12 (1), 2002, p.8-13 Review of: Mayer-Schonberger, V. Delete: The Virtue of Forgetting in the Digital Age, V20 (1), p138 Review of: Montana, J. How to Develop a Retention Schedule. V20 (3), 2010, p.302