Hi Yvonne,

You'd be better served by determining retention period based on content. If
the shared X:\ drive is for ease of sharing information, those files are
convenience copies, which themselves might have a particular retention
period but I would think it would be very short. More often my clients
implement a policy indicating that files stored on network shares are there
for one of three reasons:
a. Ease of sharing - convenience copies and short retention period.
b. As a backup or for redundancy - same thing. These are not the copies of
record and have a short retention period. And in fact in both of these cases
there may not be a retention period per se, but rather an automated cleanup
that takes place either every X days (30 and 90 not uncommon) or once a file
hits X days old (30/90 as well)
c. Copies of record, placed on a network share in the absence of an EDRMS so
that they can be backed up and so there is one definitive location. In that
case they are classified by content.

One more preemptive comment - by all means this would include email as well:
email is NOT a series and MUST be classified by content. It is dangerous to
treat email as a single series because stuff either gets kept forever (bad)
or it gets deleted waaaaay too early to meet up with IT-imposed storage or
age limitations on individual email boxes (worse).

My .02 on a crisp Colorado Wednesday,

Jesse Wilkins
CDIA+, LIT, EDP, ICP
IMERGE Consulting
(303) 574-1455 office
(303) 484-4142 fax
[log in to unmask]
http://www.imergeconsult.com

>From: "Harris, Yvonne" <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: Retention policy for file types
>Date: Wed, 26 Jan 2005 14:42:28 -0500
>
>Can anyone address this issue: My IS department is looking to create a
>retention policy for certain file types (i.e. Word, Excel, etc) that reside
>on the X:/drive.   We would like to find out what durations other companies
>use for this type of retention/destruction schedule?
>
>Thank you
>
>Please respond offline to Yvonne Harris
>
>Yvonne Harris, Records/Mail Services Manager
>Ohio Police & Fire Pension Fund
>(614) 628-8260- phone
>(614) 628-8207- fax
>[log in to unmask]
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance

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