When I have come across instances where a colleague refuses to sign off on 
the disposition of records, I first ask for a solid business reason for 
extending the retention. The response I almost always get is the "Just in 
case..." excuse. Then if my soapbox talk on the value of destroying 
outdated corporate records does not work, I will acquiesce but will tell 
the colleague that I can no longer retain them per institutional 
requirements and will kindly transfer them to the individual's office. The 
individual then does an about face and says there's no room for them in 
the office, so go ahead and destroy them. (This may not work so well for 
electronic records.)

I say shift the responsibility back to the individual who wants them, and 
document everything along the way so that it can't come back to bite you. 
If a certain individual really wants to hoard records, let them. But also 
let others know he/she is not in compliance with retention policy. If you 
can get support from higher up to push your position (which is the 
organization's position, or should be) you're on terra firma. Usually a 
quick discussion with the individual's supervisor or department head will 
defuse the dilemma. I can't imagine anyone being so obstinate as to defy 
retention policy without a substantial business reason and a discussion of 
the ramifications for keeping records too long.

Stephen Cohen
Records Manager
MetLife \ Legal Affairs
27-01 Queens Plaza North
Long Island City NY 11101
212-578-2373

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