This is a very difficult thing as I'm sure most of us can attest.  I'm not 
sure how you stop them from sending Joe's desk stuff if it is correctly 
described and coded per the retention schedules and your current process. 
If it's labeled Joe's desk stuff send it back:)

At my current employer we do a couple of things to keep a fairly good 
handle on departing employee's.  I get an advance listing of employee's 
that are leaving /retiring along with the managers name from HR, we are 
also on the mangers termination checklist and I also receive a follow-up 
departure listing monthly. 

 In the ideal world the manager sits down with the employee and contacts 
us with a new contact name on any physical records that the departing 
employee has that the RM department is managing.  We also send a form 
email reminding that the manger/ employee is responsible for any transfer 
of electronic material (including email) before they leave. 

The reality  in most cases is that  the employee is gone and I don't have 
the information I need- HR says they can't force that to happen (go 
figure) but since I get the listings we throw the responsibility to the 
employee's manager and they have hoops to jump through (physical with me, 
electronic with IT) before the termination is considered complete.  This 
is not the ideal process by any means but will catch the majority of the 
problems.

Let me know if you'd like to see copy of the letters sent.

Bruce- thanks for reminding me that I need to get the recipe finalized for 
my Holiday beer and get it brewed. Nothing like having the holidays roll 
around and the beer not ready to drink.  Last year I think it was ready 
for Valentines day.


Steve 


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