Kelly,
   
  We solve this issue by including copies on the schedules for each department, so they do indeed know when to dispose of them (they are not allowed to keep them longer than the original/official version).  We indicate on their schedules which other department is the official custodian of the record, and that tells them why their version is considered a copy.  However, we remove the copies from the schedules when we submit them to the State for approval, as we do not consider them to officially be records.
   
  Hope that helps,
   
  Debra
   
  Debra Korty
  Records Analyst
  Office of the City Clerk
  Records Management Services
  P.O. Box 1088
  Austin, TX  78767
  512-974-6427
  Fax:  512-974-2374
  [log in to unmask]
   
   
   
  --------------------------------------------------------------------------------
  Date:    Thu, 9 Aug 2007 15:15:36 -0400
From:    =?windows-1252?Q?Kelly_Hamilton?=
 <[log in to unmask]>
Subject: Copies Management was Re: RIM Statistics

snip> So, we're looking for information on what other people are doing about their copies. <snip
   
Thank you very much!

Kelly Hamilton
Records Specialist

Safeway, Inc.
20427 North 27th Avenue
MS-7011
Phoenix, AZ 85027
623.869.3848 Tel
623.869.6175 Fax


       
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