I think the simpler and clearer the stated retention the better.  (Remember KISS)  Instead of stating the retention as "Action" plus "X number of years" state it as "X number of years" after "action."  So, for example, ACT+3 for a contract could be more simply stated as 3 years after contract expires.  Making standard applicable times will also help when establishing electronic management of the retention times.  I.e. - all retentions that expire in the calendar year are applied at the end of the calendar year (or fiscal year, depending on the type of record and the organization).  Thus, the contract that expires anytime in 2005 would be destroyed/purged at the end of 2008.  We usually conduct the destruction/purge in January of the year following destruct/purge eligibility so even expiration in December of a year would be covered.  So the example I just used would be destroyed/purged in January, 2009.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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