Thanks Mark. However, I stand by my statement that <snip>"retain until
no longer useful"<snip> is not a retention policy. It is a copout.
Where is the operational/reference value?
An org 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, audit
requirements, 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.
Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno
>>> [log in to unmask] 3/19/2007 12:57 PM >>>
Considering the about half of the state archives and records
commission, who approve the retention schedule, are lawyers, the state
auditor, the state attorney general, and the chief justice of the state
supreme court, and the commission is, by statute, the sole authority in
the state for setting retention periods, I'd say it would be fair shot.
Of course, the state CIO will tell you can't sue a state agency anyway.
(I know that's not entirely true, but that's his position.)
This is a retention for truly transitory ephemeral records that have
low value beyond any type of informational value. It's not like this is
the primary retention for all state records. This schedule in question
is a general schedule for all of state government. Our general practice
is that if agencies have a greater need for the records with this
retention, then the item would be added to the agency specific schedule
with a definite retention period. This allows agencies with a greater
need for the records to keep them, and for agencies that don't can get
rid of them. Again, agencies are also responsible for coming up with a
defined retention, for records with this retention, as part of their
documented records management program.
Mark J. Myers
Electronic Records Specialist
Technology Analysis & Support Branch,
Public Records Division,
Kentucky Department for Libraries & Archives
300 Coffee Tree Road PO Box 537 Frankfort, KY 40602-0537
Phone: (502)564-8300 ext. 244
Email: [log in to unmask]
www.kdla.ky.gov
----- Original Message ----
From: Steven Whitaker <[log in to unmask]>
To: [log in to unmask]
Sent: Monday, March 19, 2007 11:25:25 AM
Subject: Re: [RM] SAA removes listserv archives
Go try to defend that in a court or in front of a regulatory agency
inquiry board.
Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno
>>> [log in to unmask] 3/15/2007 11:28 AM >>>
<snip>"retain until no longer useful"<snip> is not a retention policy.
Has been in the state of KY for decades - for transitory records.
Technically it's a retention period, the policy comes later.
<snip>
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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