Tracy, we have a "3 strikes you're out" policy. We generate destruction
authorization notices every July and January. Each one after the
original has in bold letters "2nd Destruction Notice"; "3rd Destruction
Notice", etc.... On the 4th destruction notice, we are authorized to
move their boxes to another facility at their expense. In addition,
prior to the next destruction cycle, we generate a report for each
department's "Operating Council" representative listing outstanding
destruction notices. These two approaches have worked very well - we
have never had to send a department's records elsewhere.

Also, unreturned destruction notices may indicate a need for a hold, or
even a longer retention. We try to talk to our customers about this.

Finally, a recent change to our administrative procedures has authorized
me to approve destruction of "orphaned records" - essentially records
for agencies that no longer exist, and can not be traced to any current
organizational unit.

Dwight Wallis, CRM
Records Administrator
Multnomah County Fleet, Records, Electronics, Distribution and Stores
(FREDS)
1620 S.E. 190th Avenue
Portland, OR 97233
Phone: (503)988-3741
Fax: (503)988-3754
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