Hi Tom,
We sat down with our Procurement areas to determine what types of
records they want to maintain in the corporate contract folder - i.e.,
contracts, amendments, performance guarantees, performance appraisals,
etc. Once these areas agreed as to what should be retained in the
corporate contract folder, we determined that all other information such
as general correspondence would be kept while the contract was still
active and purged two years after the contract expired.
Of course, there are always some exceptions to the rule. Again, it
would be up to the business areas to determine whether the particular
record is critical enough to be placed in the corporate contract folder.
Hope this helps.
Donna Malzone l Records and Information Consultant
Blue Cross and Blue Shield of Massachusetts, Inc.
401 Park Drive
Boston, MA 02215
(P) 617 246-3534 l (C) 781 760-5754
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Tom Wilson
Sent: Wednesday, June 30, 2010 2:57 PM
To: [log in to unmask]
Subject: Contract Relationships, Correspondence, E-mail and Retention
For anyone willing to comment in thread or to me privately offline, I'd
like to find out what retention parameters you use related to
correspondence when you're in a contract relationship. I think it's
pretty common that much correspondence, some transitory and some for
record, takes place in e-mail now. IM's, texting and chats too, but I'm
focusing on e-mail.
For correspondence related to contracted relationships, how long do you
maintain the correspondence. I'm not looking to set retention, but
curious what the various perspectives are. Do you maintain it for the
life of the specific contract? For the life of the relationship itself
(which could span more than one contract/line of business) or for a set
period so that even if the relationship is ongoing, you purge all
correspondence older than X number of years. Also, If you purge based
on a number of years, is your destruction consistent with hardcopy and
electronic? I know it should be, but is it? :-)
If you aren't comfortable replying in thread for everyone, feel free to
reply to my address in the message header.
Tom
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