Records are records regardless of format.

All we are doing is replacing a paper format with a digital one.  We are
told by various regulations to keep records for a specific period of
time and best business practices tell us that this is logical.  Why is
there now confusion because we have changed formats.

We ourselves have been arguing with anyone that will take up the charge,
that it is not the email but the content.  The same is true for any
other type of erecord.  We must be seen as being consistent or we lose
our credibility.

GT

Graham Kitchen
Corporate Records Manager
Unified Western Grocers
5200 Sheila Street
Commerce, California 90040
Telephone:  (323)264-5200 Extension 4560
Cell:  (323)243-1865
email:  [log in to unmask] 

 

> -----Original Message-----
> From: Records Management Program 
> [mailto:[log in to unmask]] On Behalf Of Allen, Doug
> Sent: Tuesday, August 22, 2006 10:22 AM
> To: [log in to unmask]
> Subject: Re: Documenting destruction of electronic records
> 
> I do not believe that there are formal legal mandates that 
> require companies
> to maintain documentation regarding the deletion / 
> destruction of e-records,
> but that is apt to vary from industy to industry....... and 
> state to state.
> In so far as I know, however, there are no specific 
> regulations that deal
> with destruction requests and certificates.
> 
> The underlying issue relates to potential future litigation and your
> organization's ability to defend the organization against 
> potential charges
> of spoliation, or of failing to implement appropriate 
> controls over the
> destruction of electronic records.  
> 
> My recommendation would be to put the question back in the 
> laps of Legal,
> Audit and IT...and ask them how they would ensure the 
> protection of the
> organization against any future accusations (in court or by regulatory
> agencies), that records were destroyed without proper 
> approval and without
> proper oversight.
> 
> Douglas P. Allen, CRM, CDIA+
> 
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> 

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