Hi Katy,
I would interpret this to mean that after the end of the current year, add one year. So, let's say it is June 2014. You would retain the file through all of 2014, then add one year taking us to the end of 2015. The file is then eligible for destruction on January 1, 2016.
Sincerely,
Elizabeth Fairfax
Island County
A.S.Elizabeth Fairfax MA, CA
ACA Certified Archivist/Public Records Professional
Island County Archives, Records and Information Management Program
P.O. Box 5000
1 NE 7th Street
Coupeville WA 98239
E-Mail: [log in to unmask]
Phone: 360-240-5569
Fax:360-240-5553
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Kathryn Johnson
Sent: Monday, December 29, 2014 10:28 AM
To: [log in to unmask]
Subject: [RM] Retention Period Interpretation
Good morning, All,
I've run into a situation where two people are interpreting the minimum retention period of "1 year + current" differently. I can see both sides and am now not sure which is correct...hoping you all can help me out. Does 1 year + current mean that the file needs to be kept for 1 year + the current year AFTER the end date on the file? Or does it mean that you only need to keep files for the current year + one previous year?
I have a client who wants to destroy files with an end date of Dec 31, 2013, and the minimum retention period for this file type is 1 year + current. She's of the mindset that she only needs to keep files for what will be the current year (2015) and one previous year (files ending in 2014) and that she can destroy everything before that (including the 2013 files).
A department head is of the mindset that the 2013 files need to be kept for basically 2 years (1 year + the current year), so essentially until the end of 2015 (because the end date of the files is the end of 2013). Her way of thinking is that if the files were ended in, say, June of 2013, then the files could be destroyed at the end of June 2015.
I'd appreciate any input anyone has. Let me know if my explanation doesn't make sense. Thank you!!
Thank you!
Katy Johnson
303-271-8446
Jefferson County Records Clerk
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