Hi, Cheryl,
I think the consensus is look at your risk, develop the rules for
documentation and chisel them into policy.  American Honda Motor Co., Inc.
has a procedure for destruction at the department (or individual) level
provided the person doing the destruction provides Records Management with
a form stating the type of record destroyed and the to -from dates, whether
it is a copy or if its retention has expired and how it was destroyed
(recycled or shredded).  It attests that the destructions are done in the
regualar course of business.  This form is kept as long as the Records
Disposal records generated by the Records Management Department.

The rationale is to encourage departments to regularly destroy the records
with just useful life in the department, and to encourage individuals to
destroy similar electronic records on their PC's, since there is no other
department able to apply the retention schedule to those electronic
records.

Lorinda Kasten-Lowerre
Records Management Analyst, Senior
American Honda Motor Co., Inc.
Torrance, California, USA
Member - The Orange County Chapter of ARMA International
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<Check out Orange County California ARMA's website at ocarma.org
Diane Carlisle, CRM - "RM's own the rules; IT owns the tools".

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