Karyn,
I have been in this situation and simply presented Legal with a formal
records retention schedule. The Texas State format allows for legal
citations and other justifications to be listed in a "Comments" column. The
Legal department was fine with this format and was able to suggest
additional citations or other changes based on this. If additional
explanation was required I wrote the attorneys a formal memo.
If you're interested in an example of Texas State Records Retention Schedule
format see this link:
http://www.tsl.state.tx.us/slrm/recordspubs/index.html
Scroll down to the section called "Records Retention Schedule for State
Agencies". You have your choice of HTML or PDF. Warning - The PDF is very
large.
I hope this helps.
Alicia Mallory
Systems Analyst
The University of Texas System
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Karyn Palanzo
Sent: Friday, April 21, 2006 11:25 AM
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
[log in to unmask]
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
