Wow it would have been easier to come up with 25 instead of just 5.  Here are 5 anyway.

1. What is corporate information? By definition, corporate or business information is data, published material or records in any physical form, which is collected, created, or received, and which is maintained as evidence in pursuance of legal obligations or in the transaction of business.

2. "What should I keep and file?" - You are to keep and file information, in any physical form, that: 
* Is required to support business operations; 
* Shows that a business transaction took place; 
* Is required by legislation; 
* Protects the rights of citizens and the government; 
* Provides evidence of compliance with accountability or other business requirements; or 
* Has a business, financial, legal or research value to (insert wherever you work).

3. It's important to know the difference between corporate information, which is to be saved, and transitory information, which can be disposed of as soon as it has served its purpose. Ongoing disposal of transitory information is key to managing information effectively and reducing related handling and storage costs.

Some examples are:

* Information of Short-term value such as routing slips, personal messages or information, telephone messages, calendars and daily records of business appointments and activities, and opened envelopes; 
* Miscellaneous notices or memoranda such as "All employees" memorandum regarding appointments, special events, routine administrative matters and other issues not relevant to your program or directly pertaining to you personally; 
* Widely disseminated information copies such as meeting agendas/minutes or newsletters; 
* Drafts of correspondence, reports and other documents, calculations, research materials, rough notes, editing and formatting notes, and dictation tapes that were transcribed; Note: Drafts and working materials needed to track the development or modification of an important document such as acts, regulations, orders in council, legal documents, audit reports, policies, standards, guidelines and procedures are to be filed along with the other information created or obtained during their preparation. 
* Duplicate copies where nothing was added, changed, or deleted; where they were used for reference purposes; and where the master version will be filed in an official information classification system such as photocopies, copies of official information, copies of brochures or pamphlets, paper prints from microfilm or an imaging system, duplicate audio or video recordings, and duplicate e-mails; 
* Books, publications and other library matter published by a publisher and normally kept in a library; * Unused letterhead stationery and obsolete blank forms, including used or erased tapes;

4. Where and how long do I keep the information once it's created? - Once information is created, make sure it is filed (e.g., electronic or paper file system, LAN, approved shared directory or database) where it can be easily retrieved by you and/or other authorized employees, including approved contractors or agents, who may need it.

5. "What is the significance of retention and disposition?" - By scheduling information for retention and disposition, the unnecessary information will be eliminated and the reliable information of enduring value and historical significance will be accessible.  It is also important that the (insert your business name here) have evidence to show it took all reasonable steps to ensure the secure retention and disposition of all its client and employee information, regardless of its physical storage medium. Such evidence will assist a court in determining, in any future litigation, and whether you are liable for any damage that might arise. The more evidence that you have that shows you took all reasonable precautions, the stronger your legal position will be.

John Gervais
613-946-0245
mailto:[log in to unmask]

The opinions expressed in this post are personal and do not represent that of my employers.

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