We are a Fortune 500 and this is pretty much the way we do it --- well,
at least it's planned this way since our program is new and we haven't
actually done an annual destruction yet. Other than monitoring for
Litigation Holds, the records due for destruction WILL be destroyed
unless a business unit can give good cause for them not being destroyed.
And "just in case" is not a good reason, it must be a specific legal or
operational need.

I, as the Director of the program, am the only one (with a backup
person) who authorizes destruction, so all points in the destruction
process funnel through me so that I can make sure the process is being
done consistently and being properly documented. Since it's only the
exceptions that require any real work, it's not too burdensome. 

Nolene
Nolene Sherman | Director of Records Management | Standard Pacific Homes
| 949-727-9360 | FAX 949-789-3379 | [log in to unmask]

-----Original Message-----
Subject: Re: [RM] Who gives final destruction approval in your company?

I think there is a misconception here.

Once the retention schedule has been approved and signed off, there is
no approval required for destruction.  Notification that records are
about to be destroyed - yes, but no approval.

The procedures should state that destruction will take place if no
notice to the contrary is received within a certain period of time.
After all, these records do not belong to the individuals concerned.
They belong to the organization.

If one does not stick to the procedures consistently, a court would have
no trouble ruling against you.  You must have a set documented plan for
each and every situation.

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