We send a notice to the Divisions listing the records eligible to be
destroyed on a certain date, list the date, and requesting them to sign
acknowledging they have been notified.  If they have reason to hold any
of the boxes from destruction, they are required to submit the hold in
writing with a valid reason.  They are also offered the opportunity to
look through any of their boxes to refresh their memories of content
(although we rarely have a request to do so).  They have 3 weeks prior
to destruction to return the signed form.


Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of [log in to unmask]
Sent: Wednesday, June 15, 2005 8:32 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
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Contact [log in to unmask] for assistance