As you are aware I am new to this august group. I have been wrestling with an issue that I do not have a good handle on and I was wondering if you all might have some insight.

I am working on an electronic records policy(ies) for the City of Sugar Land. I am comfortable with records that are in our enterprise electronic records management system (RMS) , but what do I do about the majority of records that are in host systems (ie ERP systems, work order system, cloud based reservation system,  etc). How do I craft a policy around records that I cannot apply retention schedules to (within the application), where the application has no method of selectively deleting records by date and the record is contained on backup tapes 3 years after a record can be theoretically deleted?

In short, what do I say or what is the policy, when an invoice is printed from an accounting system, put into an records management system (where a retention schedule can be applied to it), destroy the invoice record when the retention period is up, but the source record is still in the accounting system?

I would appreciate your thoughts.  Thank you



Mark H. Hoover, CRM
281-275-2202
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