Greetings,

We are a midsized city on Canada's east coast with a population of 69,000 City / 125,000 Census Metropolitan Area / 225,000 Regional catchment. Our organization is required to follow a records authority (classification outline and retention schedules) prepared by the Provincial Archives of New Brunswick and this authority assigns a specific retention to our forms. At a recent meeting discussing SharePoint 2010 - and attended by our IT, RM and Access/Privacy folks - conversation turned to whether the retention of the authority applied to dynamic / auto-generated forms by software like SharePoint. Since so much in SharePoint can be a form, we wondered how to determine at what point a form is static enough that it ought to be captured and managed as a record and how to go about performing this capture? Any thoughts or advice would be much appreciated.

Sincerely,

David Burke

David J. Burke
Privacy, Access, Records and Information Management Officer
Office of the Common Clerk
City of Saint John
P.O. Box 1971
Saint John, NB  E2L 4L1
Tel: (506) 674-4157
Fax: (506) 674-4214
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