To records managers and archivists, the word "permanent" means "forever." But in my years of interviewing records users, I have become accustomed to the fact that when the general public uses the term "permanent" regarding their records, it can mean many things. Usually, it means "As long as I'm here, after that I don't care." Still, this latest version of the use of "permanent" has me so stumped that I'm turning to the list for help.

I found a citation for a record series that states "The governing authority shall record, sign, and retain in the hospital as a permanent record minutes of all of its meetings and the meetings of all of its committees, including a record of attendance for a minimum of five (5) years."

A contacted the governing authority for this hospital for clarification on the citation: Is it permanent or is it 5 years? Here is the answer I received:

"it means to keep the minutes in permanent form for 5 years."

Well, I have concluded that they mean a retention of 5 years. But I am stumped as to what "in permanent form" means. A request for further clarification has not been answered.

What does "in permanent form" mean? Am I focusing on something meaningless, now that I have my retention period? Should I let it go? Should I just move on? How will I sleep at night not knowing?

Thanks,
Gary Link, CRM 
Corporate Records Manager
Astorino
227 Fort Pitt Boulevard
Pittsburgh, PA  15222
412.765.1700 
412.765.1711 Fax
www.astorino.com

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