"Just in case" must be like CYA.
We have recently had a situation where a prior department director
authorized destruction of files (IAW the retention schedule), the
destruction was completed, then the replacement director and existing staff
began requesting files that had been disposed. Seems they disagree with the
previous incumbent's authorization which has led to some strained
relationships around the old water cooler. The offending office does have
copies of the disposal notices, and had allegedly purged their indexes but
they now insist the files should have been retained. Granted it has only
been a year or so since the disposal, not 10, but I am glad we have all of
the correspondence related to this disposal, and will retain same for a
considerable period of time. And, yes, the retention period has now been
updated to reflect the extended retention period for administrative value.

John Guthrie
Records Manager
City of Oceanside
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-----Original Message-----
From: Steven Whitaker [mailto:[log in to unmask]]
Sent: Wednesday, November 17, 2004 2:00 PM
To: [log in to unmask]
Subject: Re: Retentions for records of destroyed boxes and files


"just in case"   ????

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 11/17/04 01:22PM >>>
Hi Julianna,

Documents validating the destruction of your records should/must be
kept
permanently, just in case.  The documents that you will need to retain:
(1)
your original signed list of records authorized for destruction and
(2)
the Vendor Certificate of Destruction (sometimes part of the Invoice).
Anticipate scheduling your destructions once or twice a year so the
volume
of destruction documents will not be significant and will be maintained
on
site.

My C$ 0.02 worth more these days!

Roger Blais
Coordinator, Records Management
Canadian Blood Services
613-739-2593

Blood. It's in you to give.
Book an appointment now: 1 888 2 DONATE





                Julianna Trivers
             <jtrivers@THUNDERBA
                           Y.CA>
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             <[log in to unmask]
                          L.EDU>
Subject
                                         Retentions for records of
                                         destroyed boxes and files
             17/11/2004 03:06 PM


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Hi all,

We are re-evaluating the retention periods for our records management
system.  Once records have been destroyed, how long should the records
of
them in a records management system be retained?

Thanks in advance for your help!

Julianna Trivers
Records Analyst/Archivist
City of Thunder Bay Archives
235 Vickers Street North
Thunder Bay ON  P7C 4A9
Phone: (807) 625-2219
Fax: (807) 622-4212

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