Hi Lauren,

We have had Hummingbird DM and RM in place since 2001.  

In our system, the retention process is triggered when the file closes.
It is not necessarily based on when a specific document was created.  

Example 1:  Tender, Quotations, and RFP case file series - once the RFP
is complete, all of the documents in that file are kept for an
additional six years and then disposed of (transferred to archives or
destroyed).  So, if the RFP process carries over to a second calendar
year, the file is not closed until the second year.  Thus, all of the
documents in that file (regardless of date created) are retained based
on the file closing in the second year.  

Example 2:  Annual file series - when the file closes at the end of the
year, the file is kept for the required number of years to fulfill our
legal, administrative, etc duties and then disposed of.  

Does this help you or have I just muddied the waters?  

Terra Dickson
Records & Information Administrator
City of Coquitlam
3000 Guildford Way
Coquitlam, BC  V3B 7N2
Email: [log in to unmask]
Tel: (604)927-3016  Fax: (604)927-3015

Check out the information and features
on the City's website at www.coquitlam.ca. 
 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Lauren Nathanson
Sent: Tuesday, July 18, 2006 8:38 AM
To: [log in to unmask]
Subject: Retention and Disposal within an EDMS (Versions?)


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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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance