Thanks Doug.  I got the same recommendation from our RM Consultants. The
problem is that our Legal, Audit and IT folks do not agree with the
recommendation. We do not think the same procedure used for approving and
documenting the disposal of physical records can apply to erecords records
like email, etc. absent an automated electronic recordkeeping system.  My
understanding is that the estimate to implement such a system here
was upwards of 3 million dollars and the company does not have this in the
budget.

I am wondering if there are any legal mandates that require companies to
maintain documentation on the deletion/disposal of erecords.


On 8/22/06, Allen, Doug <[log in to unmask]> wrote:
>
> Lisa,
>
> I'm not an attorney, don't play one on TV, but did marry one.
>
> Regarding the questions relating to electronic records destruction.  I
> would
> recommend that you follow the same procedures with the destruction of
> electronic records as you follow with paper or microfilm based records.
> Maintaining Certificates of Destruction for those records makes sense.
>
> In fact, some systems provide for a documented and automated approval
> process for electronic records destruction....so it is possible to
> maintain
> that information within the electronic records management system software
> itself (assuming that a D.O.D. ERMS solution is in place).
>
> As far as how long to retain that information.  To the best of my
> knowledge,
> most organizations retain certificates of destruction for paper and
> microfilm based records on an indefinite (should I even say permanent)
> basis.
>
> Douglas P. Allen, CRM, CDIA+
> Business Development Manager
>
> 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