Ms. Douglas, buying software that "Recommends" retention periods does
not do your organization any good; in fact it may do your org a lot of
harm. No other organization or publication can know the systems your
org uses, how they interact, cannot know the workflow, and darn sure
cannot know the reference need your org has for each record series.
You must research and evaluate these following retention factors for
each and every record series:
Operational (reference, all record series must have a value here)
Fiscal (other dept. needs, financial considerations, if any)
Regulatory (published state & federal requirements, if any)
Legal (general counsel's advice if any, statute of limitation
considerations, if any)
Historic (if any)
The retention of any particular record series will be the LONGEST of
these above values.
Purchasing software that helps you research regulations in your
industry and in your state might be of some use. You would still have
to validate that the citations they quote have not changed.
If you need more specifics of retention policy development and
management let me know. Or contact Stephen Maynor at Duke Energy; I
trained him on developing retention policy.
Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno
>>> [log in to unmask] 3/19/2007 11:23 AM >>>
Hi Blake,
We are currently using Retention Manager 3 to develop a retention
schedule from scratch. It does exactly what we wanted it to, which is
suggest legally-based retention periods for our record series,
including
relevant citations we can present to our legal dept. for verification.
We also looked at Zasio's Versatile Retention offering. It did a good
job searching the laws and definitely had a more "user-friendly"
interface than RM3. However, it did not take the extra step of
recommending retentions, and we felt that was an absolute must-have.
I hope this helps. Let me know if you need more information on our
experience, and good luck!
Becki Douglas
Information Specialist
Doris Duke Charitable Foundation
[log in to unmask]
(908) 243-3624
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Blake Richardson
Sent: Monday, March 19, 2007 1:48 PM
To: [log in to unmask]
Subject: [RM] Retention Management Applications
Good morning. I am currently researching retention management
applications, e.g. Retention Manager 3 and Zasio's retention product.
I
would be interested in hearing off-line from any Listserv members who
have evaluated these applications and are using them. You can contact
me at:
[log in to unmask]
Thanks
Blake E. Richardson, CRM
Manager of Records
Safeway Inc.
20427 North 27th Avenue
MS-7007
Phoenix, AZ 85027
P: 623.869.3875
F: 623.869.6175
<http://home.safeway.com/index.htm>
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