Along the lines of Peter's point, the State of Missouri state agency records
schedules include a standard disposition for many types of records of
"Completion of State Audit (CSA) or 3 years".  The State Auditor is a member
of the State Records Commission, and has approved this disposition.  The
idea is that if the State Auditor's Office begins an audit of a particular
activity within 3 years from the close of the fiscal year, the records
related to that activity will be retained until the audit is complete.  But
if an audit is not initiated within the 3 years, an agency may/should
properly dispose of the records at the end of the 3-year retention period,
and they will not be held liable in any way for not having the records if
anyone raises a question after that time.  This facilitates the regular
disposition of records by the agencies and puts the onus on the Auditor's
Office to provide timely notification to the agencies they are going to
audit.

Greg Schildmeyer, CRM
[log in to unmask]
Jefferson City, MO


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Peter Kurilecz
Sent: Thursday, July 24, 2008 8:55 PM
To: [log in to unmask]
Subject: Re: Not Adhering to Retention Schedules

On Thu, Jul 24, 2008 at 3:51 PM, Grevin, Fred <[log in to unmask]>
wrote:

> And don't forget the auditors (internal or external)--they are usually
> backlogged and will not take kindly to being told the records were
> discarded.
>

and to avoid that possibility auditors should send a notification of what
records need to be held prior to the start of the audit. The records group
can then create an audit hold just like they do for litigation

-- 
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va

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