Peter,
I agree with your description. This is what I have always called the
"records series". If we apply retention to individual documents we are
doing document management. So I would have a retention applied to a
Purchase File (records series); but the retention schedule would also have a
records series for the requestor's file (convenience copies) with a max 1 or
2 yr retention.
As more records are retained in electronic format it will become easier to
say that any paper documents or electronic documents outside the approved
repositiory are convenience copies; and establish a records series for
convenience copies with a retention that is only 1-2 yrs.
Mary W. Haider, CRM
Records & Information Manager
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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