Hi. My name is Ellen Wagstaff and I am a list serve lurker. I am in need of some advice on rewriting an existing policy on approval for record destruction. Currently and historically, our company policy has stated:

"Destruction of official records will be done ONLY after all the following conditions have been met:

-        The approved retention period has expired

-        Written approval has been received from the originating department

-        Concurrent has been received from legal counsel."

An annual report is generated from our record database (Versatile Enterprise) indicating which boxes have met their retention requirements for the last calendar year. Destruction review packets are sent out to each functional area requesting them to review the boxes on their list and give approval for their destruction. The problem is that the packets get put on the bottom of the pile and even after repeated attempts / reminders, they don't get reviewed or sent back. Thus, the boxes are rolled over until the next review cycle. We have a new vice president and he has asked us to cut the current archive storage costs by approximately 10%. He understands the retention requirements must be met but feels that if we change to policy to indicate that written approval from the originating department is not required, the number of boxes being stored will decrease and we will get rid of some the deadwood in archives. We will give the owners a length of time to review their records but if the review is not done in a timely manner, the records will be destroyed after approval from legal. How are other policies written that include this kind of requirement? I am just looking for some ideas and guidance.

Thanks.

Ellen Wagstaff
ATK Launch Systems
Records Administrator
[log in to unmask]
435-863-6819 (work)
435-863-5309 (fax)


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