Folks,
Haven't been able to follow this whole thread but it seems to me what you are talking about is a transition from inactive status to archive status. Under State of Arizona records laws, records ready for disposal must be reviewed for transfer to the archives (in my case the institutional archives). The University has internal algorithms for appraisal. If one is going to preserve material post-disposal approval it would seem to me that one would need to "create" an archive, develop algorithms to guide appraisal for inclusion in the archive, and hire an archivist to organize and create finding aids. Otherwise (if one doesn't formalize this process) if you get into litigation you might be hard pressed to explain why one kept certain records but not all records. The appraisal process would also help cull records and limit the material possibly called for in litigation. In most instances (according to the literature and my experience) the amount of records reserved for institutional archive value is 1 to 2 percent of the inactive records reviewed.
If one is trying to serve some other goal and all of the records need to be kept (of a certain type) then the retention period is probably too short or needs to be reviewed for a basis in law, regulation, or best business practice.
Probably late and probably wrong for whatever the situation is but my two cents. Dick King, University of Arizona
________________________________________
From: Records Management Program [[log in to unmask]] on behalf of Diane Walker [[log in to unmask]]
Sent: Friday, August 31, 2012 3:41 PM
To: [log in to unmask]
Subject: Re: [RM] Records vs Non Records
Glenn - I re-read the request and it said end of their retention - not
disposition. Give me a ring if you want to discuss... or we can go to
lunch now that we are both downtown. I suspect that you are trying to
find a creative way to give a new spin on a record type to a previous
record type that has reached its retention. Heed the words of John
Montana... business record or general information renamed as
"reference" does not negate your duty to present if requested by an
audit or subpoena.
Diane Walker
Contact me on Linkedin
On Fri, Aug 31, 2012 at 12:19 PM, Peter Kurilecz
<[log in to unmask]> wrote:
> Rikki makes an excellent point. when we speak of disposition most corporate
> records managers automatically think of destruction since most companies
> don't have an archives to which business records are transferred.
>
> Disposition can take two forms - destruction or retention for
> historical/archival purposes
>
> On Fri, Aug 31, 2012 at 12:53 PM, Chesley, Rikki <[log in to unmask]>wrote:
>
>> "- it is still a record which is out of compliance with your record
>> retention schedule"
>>
>> Is it not out of compliance only if your standard practice, policy,
>> procedures and guidelines call for destruction at end of life?
>>
>> For example, a good number of University Records at end of life are
>> "disposed" to the archive rather than the trash.
>>
>
>
> --
> Peter Kurilecz CRM CA
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