The New Zealand government has written up a handy guide to problems like this:
What to consider prior to implementing an IT 'solution' to a recordkeeping solution
http://continuum.archives.govt.nz/files/file/guides/g3/index.html
It's actually very easy to understand.
I don't know where to put this, so I'll put it here.
This is not a problem which can be fixed with technology.
The organisation clearly has no recordkeeping policy. It has no information management policies. No one is trained, no one is monitored.
They don't need a new computer or a bit of software or even a librarian. They need a trained records manager, a policy, a lot of change management, high-level support and about a year of hard work to straighten out the mess.
The best way to fix problems like this is to avoid them. Failing that, you've got a hard slog ahead of you.
Slashdot Mirror
The New Zealand government has written up a handy guide to problems like this: What to consider prior to implementing an IT 'solution' to a recordkeeping solution http://continuum.archives.govt.nz/files/file/guides/g3/index.html It's actually very easy to understand.
I don't know where to put this, so I'll put it here. This is not a problem which can be fixed with technology. The organisation clearly has no recordkeeping policy. It has no information management policies. No one is trained, no one is monitored. They don't need a new computer or a bit of software or even a librarian. They need a trained records manager, a policy, a lot of change management, high-level support and about a year of hard work to straighten out the mess. The best way to fix problems like this is to avoid them. Failing that, you've got a hard slog ahead of you.