Our records retention policy requires that we give our clients three notices regarding our records retention policy: first is at initial engagement; the second is when the matter is closed, asking the client if they want the files, if not, we store the files until the retention period expires; the third is a final notice upon expiration of the retention period. They have 30 days to respond. In the two prior letters they are requested to notify us of any address change and if at the time of the final disposition, we get no response, we destroy the files. Our policy also requires that if a practice group does not respond to our eligibility reports of closed matters, within 15 days, Records Management is authorized to send letter to the client; if the practice group does not respond within 15 days to our final disposition eligibility report, Records Management is authorized to send final disposition letter to the client and destroy files without further ado if no response is received from the client within 30 days.
OPPENHEIMER WOLFF & DONNELLY LLP
Lin Batts
RECORDS MANAGER
Plaza VII, Suite 3300
45 South Seventh Street
Minneapolis, MN 55402
T 612.607.7487
F 612.607.7100
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Lorrie Robb
Sent: Thursday, August 20, 2009 1:45 PM
To: [log in to unmask]
Subject: Re: Disposal authorization request
Tracy,
We have it in our records management procedures that the owning organization has the responsibility to approve the destruction of records that have passed their retention. They are initially given thirty days to respond to the destruction request. After the 30 days have expired, they get a second "reminder" notice. If they still do not respond after an additional 30 days, the notice then goes to the Records Officer (myself) to approve the destruction. The routing system keeps track of who received the original review and when, if and to whom they may have delegated the review, and when it was approved or who ignored it. Most organizations respond very well but you always have those few that know if they ignore it for 60 days it will just go away. However, I do report to their management they are not fulfilling
their responsibilities and it doesn't often happen twice.
Hope that helps!
Lorrie A. Robb
Records Officer
Idaho National Laboratory
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