Hi Todd,

Our RM Action Plans (each department completes, which then serve as one of the drivers for organizational policy change) require that the department state specifically WHY the records should be retained longer. The official in charge of the department must sign off on it and the system displays a disclaimer that we will review all submissions before they can become official (our state library folks must also approve substantive changes). But...when all else fails and they are adamant, we ask, ask and then question some more. In many cases we can reach an agreement without going to senior management.

Our role is to get the user to articulate their legitimate (emphasis here) needs and then implement a policy that balances need/business practice with applicable legal timeframes. 

Chris Foster
Director of Institutional Records Management

University of North Texas

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