In my experience with legal, I learned that they are experts on the
legal value based on laws/regs, but they don't often consider
user/operations requirements in case it's needed for business use beyond
legal retention periods, nor do they wear the archives hat for ensuring
that organizational archives criteria is met. One thing that we did with
our schedules is to tag an (A) on the total retention requirement for
each record series that should be submitted to central archives for
review so they are not automatically destroyed. That way, we're able to
ask some questions about what should be destroyed and what should be
preserved. Since our schedules are produced from an Access database, we
can identify those series with vital records by using a simple check box
and be able to produce a separate schedule off the master data file.
Cheryl Rose
Records and Archives Analyst
W.K. Kellogg Foundation
PH 269-969-2042; FAX 269-968-0413
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Beatrice Williams
Sent: Tuesday, September 15, 2009 11:28 AM
To: [log in to unmask]
Subject: Re: Vital Records
That's where I'm having a huge fight with Legal. I fear that Legal will
take over Records Management as they have already practically taken over
the retention schedules. Long story short. Records Retention was made a
big corporate project this year. I was to partner with Legal to get our
retention schedules and the LAN cleaned up. Legal took the project and
ran with it. The schedules were distributed to departments and
practically wiped clean of any vital records or off-site storage
information. There are no regards for ARMA standards or editorial
consistency. Retention periods have expanded and the schedules
convoluted. I found myself always saying, "that's not the way it's done"
or " in the past we did this". No one listened. When I complained I was
told to just oversee the project completion. Legal didn't pass an
internal audit a few years ago because of their records management
practices. But his is Legal, who will doubt their expertise in the
field.
Beatrice Williams
Manager - Archives & Records
NCCI Holdings, Inc
901 Peninsula Corporate Circle
Boca Raton, FL 33487
Office: 561-893-1606 Fax: 561-893-5850
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jones, Virginia
Sent: Tuesday, September 15, 2009 10:13 AM
To: [log in to unmask]
Subject: Re: Vital Records
Remember to have one overall Vital Records Schedule for use during and
immediately following an emergency event. The subject matter experts
may not be available at that time, and RIM will be considered the expert
substitute. My personal belief is that Records practitioners (whatever
our job title) are responsible for the information/records to be
available when needed. We make policy and develop procedures to insure
this is so. Making sure vital records are protected, accessible, and
easily restored after an incident is part of that duty.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Beatrice Williams
Sent: Tuesday, September 15, 2009 7:53 AM
To: [log in to unmask]
Subject: Re: [RM] Vital Records
Thanks for the input everybody. My question was; if records are
considered vital, should they be identified as such on a retention
schedule. I'm thinking about suggesting the sample Vital Records
schedule because of the following: we're also cleaning up the shared
data on the LAN and organizing files by records series. Each department
uses their individual schedule to ID records shared within their
department. One standard folder structure is permitted across the
organization. Under that folder structure a "works in progress folder"
is titled "workspace", another folder titled "retained" holds complete
records to which retention is applied and each record within that folder
is identified by a record series number. How does this sound, being
that there is going to be a high level corporate folder, I can create a
vital records schedule within it and link it to the department that is
the subject matter expert.
Beatrice Williams
Manager - Archives & Records
NCCI Holdings, Inc
901 Peninsula Corporate Circle
Boca Raton, FL 33487
Office: 561-893-1606 Fax: 561-893-5850
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Tod Chernikoff
Sent: Monday, September 14, 2009 5:35 PM
To: [log in to unmask]
Subject: Re: Vital Records
In addition, Larry's method becomes increasingly important as the series
descriptions become broader and/or buckets get bigger.
Tod Chernikoff, CRM
[log in to unmask]
--------------------------------------------------
From: "Steve Morgan" [log in to unmask]
Sent: Monday, September 14, 2009 17:26
To: <[log in to unmask]>
Subject: Re: [RM] Vital Records
< I understood the question to be more in line of should those records
listed on the retention schedule that are Vital Records be specifically
identified as such on the schedule.>
My apologies, Ginny, I read it differently, more in "general."
Anyway, in my opinion, I believe they should be specifically identified
on the Retention Schedule, to avoid any problems/mistakes.
I also like what Larry wrote, " It might be possible to state "series
includes some vital records" and then provide a pointer out to an
independent list of which records within the series are vital, or to
have an "A, B, C..." listing within a series to describe each record
type (by name) within a series is vital and annotate is as such, but
unless this is a limited number of records, it seems like a lot of extra
work to maintain."
Steven D. Morgan
Records Manager, C.J. Segerstrom & Sons
Costa Mesa, CA
714.438.3228 Phone
714.546.9835 Fax
Behind every successful manager is a Records Manager.
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