Frank wrote: 
Does anyone have guidelines or documentation dictating that copies not
be kept of records being permanently transferred out of an organization?

Frank,

We do keep copies of some physical materials that are permanently
transferred out of our firm (trademark work often falls into this
category).  There are also times when we choose to make copies of novel
material for form files/KM use.  Because of the exceptions to the rule,
we have not developed a "no copying policy", rather we have procedures
to follow during a file transfer that guide us in the decision making
process of "to copy, or not to copy".  Much of the decision making is
done by the attorney who is overseeing the transfer.

If I can help further, please feel free to contact me directly.

Julie

Julie J. Colgan
Manager of Records Services
Arnall Golden Gregory LLP
404.873.8164 direct
404.439.1811 fax
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