> Indefinitely. If done accurately, a disposition inventory is proof that
> records were destroyed as part of a working records program. It is as
> important to know what you no longer have as it is to know what you do
> have.


Maybe it's just me, but every time I see someone use the term "indefinitely"
when for describing a retention period I cringe:

From Websters:

*:* not definite: as
a*:* typically designating an unidentified, generic, or unfamiliar person or
thing <the *indefinite* articles *a* and *an*> <*indefinite* pronouns>
b*:* not precise *:* vague <http://www.merriam-webster.com/dictionary/vague>
c*:* having no exact limits

B and C are the ones that concern me... they are both very subjective, and
that's the LAST THING you want in a retention schedule.

Larry

As for the original question, a couple of thoughts:

We have an EDMS system in place that currently does not retain an
> inventory of records that have been removed.


Yeah, as an RIM Professional, I can see where this might be a problem...
especially when it comes to responding to an e-discovery request.  There's
no audit trail.


> However, our system administrator was asked to create one by a RIM
> Professional as it was "Industry Standard" to retain Inventories of
> Items disposed of.


Okay, maybe the term "Industry Standard" was a bit incorrect... maybe a best
practice, or a standard practice would have been a better description.  But
depending on the industry segment you're in and who regulates what you do,
it may be a legal requirement.


> These Inventories from the EDMS system contain "Name
> of Document", "Document Type", "Retention Category" and "Date
> Information (Creation, last edited, etc)".


Yup, so "deleted" looks like it would logically be part of that last
category (action taken).  Also... it might be a good idea to discuss with
the system administrator what REALLY HAPPENS when an item is "disposed of".
In many EDMS, what happens is the pointer to the item is broken or deleted,
and in some cases, the indexing information is also removed... but in MOST
cases, the actual object remains burned on a platter, hard drive, system
backup, or other source and it can be brought 'back to life' forensically.

Since the EDMS inventories can not allow you to truly understand the
> contents of the document, are you not opening yourself up to RISK due to
> not being able to support or deny the actual contents of the document?


My response to this would be NO, because IF the item was dispositioned in
accordance with the organizations approved retention schedule, then if
anything, this would be helpful to support the proper dispositioning of
information in the normal course of business.

KII Records Manager - Discontinued Operations


I have to admit... this is undoubtedly one of the cooler organization
descriptions I've seen in recent days... =)


Larry
-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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