*         We send the destruction report with associated descriptive
transfer sheets to the appropriate manager for final approval before
destruction.  If he requests an extension of the retention, he needs to
give a justification.  

*         We used to send the forms to Legal after the manager's
approval.  However, three years ago the Records Center was made
accountable for managing the Hold Orders and checking the destruction
reports for items on the Hold Order list.  Now my neck is in the noose!
I have another staff member check them after I do to ensure nothing is
missed.

*         No one would ever send us anything for off site storage if we
just followed the retention schedule for destruction.  This procedure
would need accurate and efficient management of your hold order process.
You could get into real trouble if known hold order records were
destroyed.

 

Connie  

Connie Chiagouris, CRM

UOP LLC

25 E. Algonquin Road

Des Plaines, IL 60016

847-391-3497

847-391-2253 fax

 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of [log in to unmask]
Sent: Wednesday, June 15, 2005 7:32 AM
To: [log in to unmask]
Subject: Best Practices in destruction of off-site

 

Good Morning,

 

We are going over procedures and I would like to know if their is best

practices out their for off-site destruction?

 

If your off-site records are in compliance with a retention schedule:

 

Do you send the destruction report of what is to be destroyed to the

appropriate department managers for them to evaluate and give their
final

approval of the boxes that are to be destroyed?

Do you send the off-site destruction report to your legal department for

them to review and give final approval of destruction?

Or do you go by the retention schedule that your company has created and

pull a destruction report on what is ready for destruction and send to

your off-site vendor with out any approvals from the departments or your

legal department?

 

Thanks ahead for any input that you can send my way.

 

Sue

 

Suzan Dekart

651-490-8003

Corporate Records Retention Coordinator

Off-Site Manager

Privacy & Information Mgmt

[log in to unmask]

 

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