I've been asked to find out if other organizations identify vital records, QA records, records schedules/retention periods in their procedures records capture statements, so I'm turning to you all to ask what your organizations do and get your comments.

To give a little background, we have an electronic system that documents all of the records for the organization, including identifying the QA records, records schedules, and retention periods.  We do not identify vital records on this document because we are proposing that a separate system to manage vital records.

Our procedures currently include a records capture table, which lists all of the records that are generated as a result of that procedure.  The records capture tables include columns for the records title, person/group responsible for submitting the record and person/group responsible for retaining the record.

What are your thoughts on including a column to identify records that are vital records or QA records?  I have a strong opinion already about adding the retention period and records schedule.  From past experience, if we add the records schedule to the procedures, then the schedule will often not correspond to the schedule in our records schedule system.  Do you agree or disagree?

I look forward to your comments.

Deb Martin, CRM, CIP
Records Management Specialist Lead
Lockheed Martin
509-376-3771
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