Barbara, you can see a copy of our destruction authorization form at:

http://bit.ly/4wpA76

I'm actually considering redesigning it, but at least it's an example
that's fairly typical. We attach a cover sheet that addresses audits,
legal holds, and public access requirements. In our accession tracking
system, we have a status field that tracks destruction status:
destruction notice sent, destruction noticed signed, and records
destroyed. This links to an agency data set that tracks current
destruction authorization contacts. These change quite often.
Destruction status also appears when records are requested.

Questions of destruction status come up on a fairly regular basis, and
are satisfied by this simple data tracking system. We destroy roughly
4000 - 6000 c.f. per year from over 200 entities, so it's a relatively
large job involving a lot of people in separate agencies. However, I can
recall only having to actually refer back to the actual destruction
authorization notice twice in the entire 20+ years I have been here -
its pretty rare. It's the type of record that - when I first got into
this profession - I assumed would have a lot more importance over time
than it really has, at least in our neck of the woods. The actual
process of getting these things signed, however, can be a challenge, as
a recent thread on this very topic attested to.

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
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]