Karyn:
We list the citation for each records series in our retention schedule.  An entry would look like this (only lined up in columns):

WW1135   UTILITY LOCATOR TRAINING RECORDS: Records documenting training of utility locators in accordance with the requirements of Code of Virginia §56-265.19 (E).  Retain 5 years after locator transfers or terminates from locator position, then destroy by shredding.  GS7-005534  (Code of Virginia, §56-265.19  et seq.)

Our legal counsel can look up the citations in the appropriate code or regulation or general schedule where they see the need.  If requested by the City Attorney, I will provide a link to or a copy of a resource.  Listing the citation also helps in the future when reviewing the schedule for updating.

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Karyn Palanzo
Sent: Friday, April 21, 2006 12:25 PM
To: [log in to unmask]
Subject: [RM] How to present information to Legal for approval of retention periods.

I searched the listserv and saw nothing on this topic which suprised me 
since this process needs to be completed for any new program. 

I am nearing completion with the process of documenting 
regulations/statutes/laws etc. that govern our records concerning 
retention periods. I have copies of all the laws, citations, etc in an 
access database. I have matched all the research to our record series and 
generated a report which is over 500 pages. I know that the approvers are 
going to need to reference the information I have compiled but I think I 
need to present it to them in a different format for review and approval. 

Does anyone have any ideas on how I should proceed and if you have any 
samples of formats that you could provide that would be great. 

Thank-you
Karyn Palanzo
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