As Michael notes, an inventory as typically defined may defeat the
purpose of destruction. The term "inventory" implies a much larger
data store than "list" or better yet "report".
In planning for ERMS piloting and deployment, we recommend analysis
of what, specifically, is required to satisfy a defined post-
destruction need to prove that content no longer exists. Clearly,
specifics vary and these must be placed against a defined context of
policy, procedure and (sometimes) operational workflow. A report that
captures specific metadata as part of the disposal process (i.e. not
the simple fact of disposal but the disposition process) can be
vetted by legal to suit the need.
I hope this is helpful, Sheryl, and welcome aboard!
John
John James O'Brien, BA, CRM, MALT
[log in to unmask]
Partner & Managing Director
IRM Strategies
Hong Kong: +852 3101 7359
Bangkok: +66 2 207 2530
www.irmstrategies.com
Associate Partner, S4K Research
Stockholm www.s4k.com
On 23 Feb 2008, at 12:31 AM, Stephen Cohen wrote:
> 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.
>
> Stephen Cohen
> Records Manager
> MetLife \ Legal Affairs
> 27-01 Queens Plaza North
> Long Island City NY 11101
> 212-578-2373
>
>
>
>
> "Schnier, Michael" <[log in to unmask]>
> Sent by: "Records Management Program" <[log in to unmask]>
> 02/22/2008 11:14 AM
> Please respond to
> "Records Management Program" <[log in to unmask]>
>
>
> To
> [log in to unmask]
> cc
>
> Subject
> Retention of Disposal Record Inventories
>
>
>
>
>
>
> I would like to submit the following for discussion:
>
> How long do you need to keep Records Disposal Inventories? Does it
> depend on what the inventories capture - Box #, Description of
> Contents,
> Retention Category, etc or is this just an industry practice to retain
> them and if so for how long.
>
> We have an EDMS system in place that currently does not retain an
> inventory of records that have been removed.
>
> 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. These Inventories from the EDMS system contain
> "Name
> of Document", "Document Type", "Retention Category" and "Date
> Information (Creation, last edited, etc)".
>
> 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?
>
>
>
> Thank You,
> Michael Schnier
> KII Records Manager - Discontinued Operations
>
> Office - (316) 828-8854
> Fax - (316) 828-5074
> E-Mail - [log in to unmask]
> <mailto:[log in to unmask]>
>
>
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