There are HUGE monetary risks in keeping records past assigned retention
dates.

I was contracted to implement a Records Management system after a nationwide
company had been fined several millions of dollars for improper practices.
They ended up paying fines in nearly all 50 states.

The evidence that was used to convict them was found on their computers
during discovery.

However, if there had been proper Records Management practices in place,
those Records would have been legally destroyed before the case was even
filed. No evidence = no fines. They literally screwed themselves.

This is one of the best case studies I have heard in over 12 years of
Document and Records Management work.

I wish I could share more details, because this is an excellent reference to
use when selling the concept of Records Management to the Powers that Be,
but of course confidentiality issues are of major concern.

Another story involves a major municipality.. The ex-mayor was being
investigated by the FBI. I had been involved in implementing their Records
Management System. The FBI came in and requested specific records pertaining
to the ex-mayor. The Records Manager stated that they had been destroyed
according to the State Records Retention code. The Records Manager was
nervous as could be, thinking he could be in big trouble. But the FBI people
reviewed the destruction reports, reviewed the Retention Schedules and went
on their way.

Who knows what the outcome would have been for the ex-mayor if the Records
had still been available.

My .02


Brent Reid
Alexandri
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(512) 657-3291

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