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Subject:
From:
Rachel Howse Binnington <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Mon, 3 Apr 2006 14:21:53 -0500
Content-Type:
text/plain
Parts/Attachments:
text/plain (138 lines)
Dear Graham:

Would it be possible for me to get a copy of your format for retention
schedules?

Best,
Rachel Binnington


On 3/31/06, Graham Kitchen <[log in to unmask]> wrote:
>
> We have a multi-column Retention Schedule.
>
> Column 1 tells the departments how long to keep records in their
> department.  Column 2 tells them when to ship it to storage if they are the
> responsible department.  Column 3 is the total retention.
>
> If a department is not the office of record, their records are disposed of
> from their office.
>
> The column that follows the Total Retention column tells them who the
> office of record is.
>
> If anyone is interested, I can make our format available.
>
> GT
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]]On
> Behalf Of Steve Morgan
> Sent: Friday, March 31, 2006 3:03 PM
> To: [log in to unmask]
> Subject: Re: Documenting destruction of records
>
>
> I have to agree with Stephen. All records, except for duplicates, to be
> destroyed need to go through your records department. Not only for
> documentation purposes but, there are a couple of other reasons as well:
>
> 1. To be sure that the records being destroyed, in fact, ARE the correct
> records that are to be destroyed.
> 2. To be sure they are following the most recent retention schedule as
> opposed to an outdated one.
>
> Duplicate copies should be written into the retention schedule as well &
> pointing to the office of records of the originals. I am of the belief
> that ALL records, except duplicates, need to go the RM department for
> final disposition.
>
>
> Steve Morgan
> C.J. Segerstrom & Sons, Records Manager
> (714) 438-3228 phone
> (714) 546-9835 fax
>
> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf Of Stephen Cohen
> Sent: Friday, March 31, 2006 2:45 PM
> To: [log in to unmask]
> Subject: Re: Documenting destruction of records
>
> Specifically concerning destruction of duplicate records, these can
> normally be destroyed without maintaining a records of their destruction
> so long as it is stated that the office of record is responsible for
> maintaining/destroying the original.
>
> As for keeping a record of all files destroyed, I recommend that all
> destruction of official records be conducted by a single entity (the
> records dept/mgr). From experience, it pains me to see other depts going
> ahead and destroying records because they no longer have space for them
> or don't think they need them anymore, unless SOX or the SEC say
> otherwise. They don't consult the records dept or even legal counsel
> most times -- not a good practice in this day and age. You do seem to
> have an understanding of the issues.
>
> I'd like to hear what others think about this too.
>
> Stephen Cohen
>
>
> On 3/31/06, Cheryl L. Rose <[log in to unmask]> wrote:
> >
> > We are a large foundation in the process of updating our retention
> > schedule and disposition processes. We've done well at mass
> > documentation from the records center of destruction of records, but
> > not so well when departments destroy records. Are there "rules" for
> > when destruction needs to be documented? I have a hard sell ahead in
> > making this simple to implement if we must show documentation of all
> > records destroyed. In my research, it seems that most destruction for
> > public records is at a higher standard than what we may need to do.
> > Some organizations don't require destruction forms if disposition is
> > done in accordance with the retention schedule and in the routine
> > course of business. Do you require it, then, if it's not done once
> > minimum retention is met and out of routine? Do you document when
> > duplicate or convenience copies are destroyed when there are archival
> > records that survive in another format? Is it only required for legal
> > or evidential records? Is it documented for manual destruction and how
>
> > would we retain evidence of automated dispositions? I've confused
> > myself well and could use some advice from the folks out there.
> Thanks!
> >
> > Cheryl Rose
> > Records & Archives Analyst
> >
> >
> >
> > List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> > Contact [log in to unmask] for assistance
> >
>
>
>
> --
> <><><><><><><><><><><><><><>
> Stephen E. Cohen, MLIS
> Records Manager & Archivist
> Work: [log in to unmask]
> Home: [log in to unmask]
> Tel: 203-376-5535
> <><><><><><><><><><><><><><>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
> **************************************************************************************************
>
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