Sue,

Q - How long do you then retain the signed approved destruction reports?

Q - Do you get certificates of destruction from the off-site vendor? Is
so how long do you retain these?

Thanks in advance for your input

Doug

Douglas M. Hojnacki
Consultant
Bradford Systems Corporation
312-395-2773 - Citadel
847-965-5070 - Bradford Systems
[log in to unmask] - Citadel
[log in to unmask] - Bradford Systems


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Mullen, Jim
Sent: Thursday, June 16, 2005 10:39 AM
To: [log in to unmask]
Subject: Re: RECMGMT-L Digest - 14 Jun 2005 to 15 Jun 2005 (#2005-162)

Hello,

On Wed, 15 Jun 2005 07:31:52 -0500, [log in to unmask] wrote re:
Best Practices in destruction of off-site <<<<...bestpractices out their
for off-site destruction?

Q - Do you send the destruction report of what is to be destroyed to the
appropriate department managers for them to evaluate and give their
final approval of the boxes that are to be destroyed?
A - You betcha!  It's part of our process for both records stored in
offices at any of the 22 offices I'm responsible for or 3rd party
vendors in/near their locations including those at our main location.


Q - Do you send the off-site destruction report to your legal department
for them to review and give final approval of destruction?
A - Absolutely!  But not just legal.  The head of the tax department,
corporate RM, terminal RM (me), and departmental supervisors are part of
the chain also.


Q - Or do you go by the retention schedule that your company has created
and pull a destruction report on what is ready for destruction and send
to your off-site vendor with out any approvals from the departments or
your legal department?
A - Nothing is destroyed without approvals from everyone in the chain
mentioned above - EVER!

Thanks ahead for any input that you can send my way.

You are welcome.

Jim

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~
Jim Mullen, Records Management Terminal CSO Flint Hills Resources
4111 East 37th St. N.
Wichita, KS 67220
Office  (316) 828-7489
Cell    (316) 516-9582
Fax     (316) 828-4905
Email   [log in to unmask]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
-------------------------------------------------------------------------------------------------
-------------------------

CONFIDENTIALITY AND SECURITY NOTICE

This e-mail contains information that may be confidential and
proprietary. It is to be read and used solely by the intended recipient(s).
Citadel and its affiliates retain all proprietary rights they may have in the
information. If you are not an intended recipient, please notify us
immediately either by reply e-mail or by telephone at 312-395-2100
and delete this e-mail (including any attachments hereto) immediately
without reading, disseminating, distributing or copying. We cannot give
any assurances that this e-mail and any attachments are free of viruses
and other harmful code. Citadel reserves the right to monitor, intercept
and block all communications involving its computer systems.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance