The disposal notice is not intended as a request for permission to
destroy records (that permission is in the Retention Schedule), but only
as a notification that records will be destroyed unless you have a valid
reason why they should not.

A valid reason would be that there is a legal or audit hold.  But NOT "I
don't feel comfortable destroying this".

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 mwhaider
> Sent: Wednesday, August 23, 2006 8:04 AM
> To: [log in to unmask]
> Subject: Re: documenting destruction of electronic records
> 
> Hi Brent,
> What you are describing is what we call the Disposal Notices. 
>  We keep these
> to document the approval process.  Some people do not issue 
> Disposal Notices
> because they feel the signoffs on the Retention Schedule does the same
> thing.
> 
> Because we use a functional retention schedule that does not 
> necessarily
> identify each departmental records category by name we use 
> the Disposal
> Notice (which usually shows up years after the retention 
> schedule categories
> are approved) to function as that final sign-off.  It also 
> helps catch any
> intended freezes/holds that were missed along the way.
> 
> In my world a Certificate of Destruction (from a vendor or 
> records center
> manager) simply documents that "the records" were destroyed
> 
> This same process can be implemented when we are capturing 
> our electronic
> docs in a Records Management system.
> Thanks Mary
> 
> Mary W. Haider, CRM
> 
> 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