I have to agree with Ginny. Although Larry has a point too. Doesn't it
come down to policy if it's concerning private sector records as opposed
to public sector records? I've practiced the "life cycle" the same way
as her. My experience had been in law firms or municipalities and the
attorneys (especially State AG's City Atty's) had always emphasized the
same thing (as long as the records still existed, the retention period
changed with the new schedule) to us in RIM.
Steve Morgan
C.J. Segerstrom & Sons, Records Manager
[log in to unmask]
(714) 438-3228 phone
(714) 546-9835 fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jones, Virginia
Sent: Friday, August 04, 2006 9:16 AM
To: [log in to unmask]
Subject: Re: RAINdrip: E-mail archiving, here's someone who DOESN'T GET
IT!!
<The retention requirements placed on information being stored at the
time they were generated or received STAY WITH the information until
they reach that point. You don't reschedule records during their
lifecycle, which is why you don't discard past copies of your retention
schedule or the reference materials used to establish them in the first
place until all impacted records have met their assigned retention!
Sure, you may establish new and different periods for new materials, or
you may extend or suspend destruction due to business needs or legal
matters, but you don't otherwise change them.>
I have to respectfully disagree with Larry. His statement is not true.
At least, I've not practiced life cycle (continuum, whatever) management
of records this way for 40 years. The information takes on a value at a
point in time. If that value changes due to legal, fiscal, or
administrative needs changes during the existence of the record, the
retention value for that records series may change. Once the retention
value changes, the new retention is applied to the record series -
including any existing records of that series. Certainly, if a
retention value is extended, you do not destroy existing records in that
series sooner than the new retention value. The same is true if the
retention value is shortened. Even formerly designated "permanent"
records are not kept permanently if the retention value is shortened
unless they have already been accessioned by an archive, where they take
on a new value persona.
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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