Question for the collective...
For those who have a "if response is not received by [insert date], it
is assumed the materials may be destroyed, etc..." in your records
procedure / policy -
Do you have non-liability agreement with the company that they will not
come back on you as the "records official" for destroying materials
another department was supposed to review but didn't?
Just something that has been bumping around in my mind lately.
Best Regards,
Brad Furlow
Records Manager
Denver, CO
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-----Original Message-----
From: Furlow, Brad
Sent: Thursday, August 20, 2009 12:58 PM
To: 'Records Management Program'
Subject: RE: Disposal authorization request
Hi Tracy,
I am currently battling the very same issue as you. Here is what I have
found to work.
1) Send a friendly reminder to the individual, reminding them of the
deadline & that "per policy" this is a vital & necessary part of the
company's records retention program. Urge them to contact you if they
have questions or concerns. (This (for me) usually gets all but 1 or 2
back)
2) If no response from #1 - Contact the Corporate Legal Counsel and/or
escalate up to a higher level within your department structure, & let
them know how far behind the authorization is, and who initially
received the notice. (For me - that usually gets them all)
3) If you still have no response - Send more direct communications to
the delinquent individual & state very clearly from the policy, what the
ramifications for non-compliance with the records policy is. I copy the
individual, their supervisor(s), my superiors & legal counsel.
I have never had it go past #3, since our policy states things like
"disciplinary action, up to and including termination for
non-compliance". (That is a GREAT motivator to have in your retention
policy).
Hope this helps, I know how frustrating it is.
All the best,
Brad Furlow
Records Manager
Denver, CO
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