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Last updated on 2024年8月7日

How can you manage outdated or obsolete records?

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As a case manager, you deal with a lot of records and documents that contain sensitive and confidential information. But what do you do with the records that are no longer relevant, accurate, or required by law or policy? How can you manage outdated or obsolete records without compromising security, compliance, or efficiency? In this article, we will explore some of the challenges and solutions for records management in case management.

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Mohamed Baba TRAORE

Chef de section chez Banque Commerciale du Sahel

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Abdou Aziz Sow

#archives#bibliothèque#documentation#Veilleinformationnelle#GED
Beth Maser

CEO with the best job in history

1 Why is records management important?

Records management is an essential process for case management, as it safeguards the privacy and rights of clients and stakeholders, meets legal and ethical obligations, avoids duplication or errors in information, improves productivity and quality of service, supports decision-making and accountability, and preserves historical and evidential value.

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Abdou Aziz Sow

#archives#bibliothèque#documentation#Veilleinformationnelle#GED
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Une bonne gestion des dossiers est primordiale pour toute entreprise publique ou privée. En effet, elle permet de répondre aux besoins légitimes des usagers ou clients, facilite la prise de décision, réduit les risques etc.. Bref la transparence et la bonne gouvernance repose sur une politique de gestion efficace des dossiers.

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Ibrahima FALL

Responsable || Information Documentaire || La Banque Agricole || Archiviste || Records manager || Document Controller || Veilleur || Community manager
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D'après mon expérience, pour gérer efficacement les dossiers obsolètes, il faut faire régulièrement une revue de l'ensemble des dossiers dont vous assurez la gestion pour pouvoir repérer les informations obsolètes et les supprimer. Cela vous permettra d'éviter les risques liés à l'utilisation d'une information obsolète mais aussi de réduire les couts liés à la conservation de ces documents inutiles pour votre Entreprise.

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Mohamed Baba TRAORE

Chef de section chez Banque Commerciale du Sahel
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La gestion des documents est capitale au sein d'une organisation car elle répond à deux impératifs que sont : - L'obligation juridique et administrative : au regard de la loi, toute institution, dans le cadre de ses activités est tenue de conserver les documents produits ou re?us, conformément au délai de prescription fixé. - pour des raisons opérationnelles et commerciales : la bonne tenue des documents permet une prise de décision éclairée en ce référant sur les archives existantes sur les affaires similaires. Elle permet également d'établir un rapport de confiance en l'administration et ses usagers en mettant en place des dispositifs de protection de données personnelles. à ceux-ci s'ajoute la responsabilité historique des institutions.

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2 What are outdated or obsolete records?

Outdated or obsolete records are records that are no longer useful for the current or future purposes of your organization or profession. These may include records that have reached their end of retention period or life cycle, those superseded by newer versions, records that are irrelevant, inaccurate, incomplete, damaged, corrupted, unreadable, duplicated, redundant, or unnecessary.

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Mohamed Baba TRAORE

Chef de section chez Banque Commerciale du Sahel
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Un dossier ou document obsolète est une ressource dont le contenu ou le support n'est plus exploitable eu égard à la caducité des informations contenues dans celui ci. Face à un document (contrat, convention...) dit obsolète, aucune des parties ne saurait se prévaloir d'un quelconque droit une fois que le délai de prescription légale est échu.

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Ibrahima FALL

Responsable || Information Documentaire || La Banque Agricole || Archiviste || Records manager || Document Controller || Veilleur || Community manager
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Un dossier obsolète est un dossier sur lequel on ne peut plus se baser pour prendre une décision. C'est un document qui a perdu toute sa valeur juridique.

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3 How to identify outdated or obsolete records?

Identifying outdated or obsolete records can be a daunting task, especially if you have a large volume of records or a complex records system. However, there are several steps you can take to make it easier. For instance, review your records retention schedule and policy regularly and apply them consistently. Additionally, conduct periodic audits and inventory of your records and document their status and location. Furthermore, use metadata, labels, and tags to classify and organize your records to facilitate retrieval and disposal. Moreover, implement a version control system to track and manage changes and updates to your records. Lastly, consult with your supervisor, colleagues, or legal counsel if you are unsure about the value or validity of a record.

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Mohamed Baba TRAORE

Chef de section chez Banque Commerciale du Sahel
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L'identification des dossiers obsolètes est un travail qui s'effectue en amont de l'archivage courante et intermédiaire, en d'autres termes bien avant même la création du du document/dossier. Elle implique des techniques et outils spécifiques telles que les entretiens avec les services producteurs, la mise en place d'une politique de record management et l'établissement d'un calendrier de conservation (tableau de gestion). Le calendrier de conservation est l'outil central qui cartographie l'ensemble des documents d'activités, leur contexte de production, les obligations réglementaires y afférant, le délai de conservation ainsi que le sort final à appliquer à l'issue de ce délai. Il répond obligations juridique et stratégiques de entreprises

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4 How to dispose of outdated or obsolete records?

Disposing of outdated or obsolete records is a crucial part of records management, as it liberates space, resources, and time for more relevant and useful records. However, disposing of records also comes with risks and responsibilities. These include ensuring that the records are no longer needed or requested by any internal or external parties, following the appropriate procedures and protocols for destruction or transfer of records, maintaining a record of disposal and documenting the date, method, and authority of disposal, using secure and confidential methods of destruction such as shredding, burning, or wiping for sensitive or personal records, and complying with the applicable laws, regulations, and standards for records disposal.

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5 How to prevent outdated or obsolete records?

Preventing outdated or obsolete records is a proactive and preventive approach to records management that can help reduce the amount of records that need to be stored, accessed, or disposed of. This can be done by creating and maintaining only the records that are necessary and relevant for your case management activities and objectives. Additionally, using clear and consistent formats, standards, and templates for your records should be implemented to avoid unnecessary variations or modifications. Minimizing the duplication or replication of records is also important for ensuring that there is a single source of truth for each record. It is also recommended to update and revise your records regularly to reflect the current and accurate information and status of your cases. Finally, educating and training yourself and your staff on the best practices and principles of records management is essential.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Beth Maser

CEO with the best job in history
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There is a difference between outdated records, obsolete records, and archival records. It is critically important for organizations to recognize this. Can outdated invoices from 1974 be tossed in an office cleanout, yes. Can Board Minutes from 1924 be tossed--NO! Can operating manuals for outdated IT equipment be tossed, yes. Should outdated operating manuals from products your firm manufactured be tossed--NO! There is a distinct difference here. Outdated and obsolete does not apply to every record type in your pile of records. Imagine if Coca Cola did not realize the value of keeping their original handwritten formula for Coke? Outdated and obsolete in many cases may actually = ARCHIVAL.

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How can you manage outdated or obsolete records?

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6

1 Why is records management important?

2 What are outdated or obsolete records?

3 How to identify outdated or obsolete records?

4 How to dispose of outdated or obsolete records?

5 How to prevent outdated or obsolete records?

6 Here’s what else to consider

Case Management

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How can you manage outdated or obsolete records?

1

2

3

4

5

6

1 Why is records management important?

2 What are outdated or obsolete records?

3 How to identify outdated or obsolete records?

4 How to dispose of outdated or obsolete records?

5 How to prevent outdated or obsolete records?

6 Here’s what else to consider

Case Management

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