We are in the process of rolling out our new EDMS (we chose Hummingbird), 
and some issues regarding retention of versions have come up. Just wanted 
to see if anyone has had a similar issue, and how you handled it. 

Our EDMS has a DM and an RM component. We set retention at the folder 
level, and the process is automated. For example, Document X is to be 
retained for 3 years from the date of creation. Because the DM and RM 
components are connected, the system assigns the documetn retention period 
based on the retention schedule in the RM component. So in the case of 
Document X, when the three years is up, a notice is sent to the records 
manager. 

Our issue is that it is not uncommon for us to have multiple versions of a 
document. If the document is revised, for example, it would be versioned 
on top of the original document as version 2. Here are my questions:

--Does the 3 year retention period start over when version 2 is created? 
--Do version 1 and version 2 have separate retention periods, meaning 
should versions 1 and 2 be removed from the EDMS 3 years from their 
respective creation dates? Hummingbird does not allow you to delete 
versions of documents, so that would be an issue.

I would appreciate any suggestions!

Lauren Nathanson
Records Analyst
ERCOT
Taylor, Texas

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