Simeon, retentions are generally applied through record series, which
describe a collection of documents which serve a common function, and
can be described as a unit. Its not uncommon to have a situation as you
describe. You've already considered the impact on records integrity and
completeness. Also to take into consideration is whether separating
specific documents by retention is more costly than simply keeping them
together, as such separation may entail more cost and labor. 

I would suggest thinking of the retention schedule as less of a specific
document based system, and more of a system based on functional record
series describing aggregates of documents serving that particular
function (such as accounts payable records, recruitment and selection
records, personnel records, etc....). Another thing you want to avoid is
creating too complicated a record series structure, which tends to
happen with document specific systems. How to aggregate into more
generalized series relates to a proper balance of cost, customer
perceptions, and what meets traditional records retention values of
operational, fiscal, legal, and historic needs. Its not uncommon, for
example, to see a separate retention for supporting documents, and one
for documents which meet key milestones, in a single records series
description describing a particular function (for example, construction
project records). These can then be used as weeding guidelines.

While I wouldn't recommend these for specific retention advice, there
are many excellent examples of retention schedules available on-line
from local, state, and the federal government. These might give you an
idea how others aggregate such information. You can see ours by googling
"Multnomah County Records".

Dwight Wallis, CRM
Records Administrator
Multnomah County Fleet, Records, Electronics, Distribution and Stores
(FREDS)
1620 S.E. 190th Avenue
Portland, OR 97233
Phone: (503)988-3741
Fax: (503)988-3754
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