Laura Lamont of Sprint asked the following:
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Does anyone have an official policy on the retention of "general business records"? We define general business records as "electronic non-record or working files, created or received for general business use but not required for record retention purposes". The powers that be are currently discussing whether these documents require a stated policy for review and deletion.
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Laura, first and foremost, the definition of "general business records" is rather broad. Who decides what records are placed into this category? Who regulates what eventually is placed into this category; and therefore, has no retention policy or period assigned - Yikes?
Yes, I get the definition as noted in your request to the List. For those of us who have been living in the law firm environment for a number of years (OK - the number is large) and addressing this issue, coupled with the issue of "working files" (nasty area - although very real), it is always a very sensitive and volatile issue. As a records practitioner, and for the last six years as a consultant, it has been my recommendation to avoid such categories if at all possible.
How long do companies keep working files, or electronic non-records (I trust Sprint's definition is very, very clear and iron clad)? The answer is very broad; probably from one year to permanent depending on the strength of the managing attorneys, whether a law firm or corporation. The key to determining the retention period lies heavily on the content of your "electronic non-record", and your "working files". Therein lies the rub.
Your task is a tough one and not easily solved. You probably already know that. Take heart, you've asked the right group; and I am sure that with all of the responses you will no doubt receive, you will identify the best course of action.
With regards,
Bill Millican
eSentio Technologies
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816.468.1449 (office)
816.213.5007 (cell)
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From: Records Management Program on behalf of Lamont, Laura D [CC]
Sent: Fri 1/21/2005 8:41 AM
To: [log in to unmask]
Subject: Records Policy?
Does anyone have an official policy on the retention of "general
business records"? We define general business records as "electronic
non-record or working files, created or received for general business
use but not required for record retention purposes". The powers that be
are currently discussing whether these documents require a stated policy
for review and deletion.
Thanks!!
Laura D. Lamont
Records Analyst
Records Management Center
Sprint
6391 Sprint Parkway
Overland Park, KS 66251
Voice: 913-315-4084
Fax: 913-315-0388
Email: [log in to unmask]
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
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