I am wondering how this can possibly take into account each individual
organization's specific operational and fiscal requirements; as well as
systems, process and workflow; which can and does affect retention
policy.   

The answer: it cannot.   The best it can do is to provide a resource
for federal regulatory requirements, which can differ by country, and
state or province requirements.   By the way, this (federal and
state/province regulatory requirements) resource was done by ARMA's GRIP
project some ten years ago. 

Imagine going into court to testify, or in front of the Nuclear
Regulatory Agency or Internal Revenue Service, and informing them that
your records and information retention policy was not developed specific
for your organization.  Under cross examination, you have to admit that
your organization does not have specific records/information management
expertise, or that your organization was too lazy to develop their own
retention policy.  And further, that your retention policy came from a
collaborative workspace....; wikipedia .. in other words.  Might as well
tell them you got it from a comic book.


Here is the way retention policy is developed, and it, by nature,
differs for each organization:

In the description field define the usage and system(s), data set
titles, servers, workflow info, form number, fiche number, run number,
job number, etc.  Define ownership in the appropriate field.

Here are the retention policy factors:
Operational (Organizational reference needs; there must be a value
here)
Fiscal  (Finance, Accounting, Internal Audit needs, if any)
Legal   (General Counsel's advice, if any)
Regulatory   (PUBLISHED federal, state or province, local, regulatory
requirements, if any)
Historic   (archival, historic, if applicable)

The retention will be the LONGEST of the above mentioned values.   That
is how it is done; retention policy for one organization does not apply
to another.


 


Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 7/18/2007 2:09 PM >>>
I would just like to inform the records management community of a new
free resource.  The General Counsel Roundtable recently launched its
collaborative workspace on records retention guidelines
<http://www.customervision.net/exbdlegal/Default.asp>  this week. 
Using
straightforward wiki technology, this site enables legal and records
management professionals to develop an online listing of records
categories and their associated retention periods. 
<snip>

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