Hi Erin,
Our organization used to have a practice where multiple signatures up the organizational structure were required on a disposition log (Deans, VPs, etc) - all in addition to the signature of the Department Head and their Records Management Representative (or person disposing of the records). Since the department head has clear responsibility for the information maintained by their unit, it was impractical that a disposition form be signed by their supervisor, then their supervisor's supervisor, etc.
I agree with Stephanie, that if your RM program keeps Legal involved, they (Legal) have essentially given their approval to the disposition policies. Additionally, if Legal is not reviewing each disposition log - you might want to formalize a process for them to alert you of a legal hold. We are working on updating this process for our RM program right now.
Chris Foster
Director of Institutional Records Management
University of North Texas
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Erin Vandenberg
Sent: Tuesday, June 28, 2011 3:26 PM
To: [log in to unmask]
Subject: Destruction Authorization Best Practices - Sources
All,
After three years of having our legal department sign off on records destruction requests they are starting to push back and saying they feel they no longer need to sign them.
I've read here on the listserv that best practices in records management indicate that records disposal authorizations should be signed by the responsible department and legal counsel, as well as the tax department.
Can someone point me in the direction of where in the literature I would find reference to this best practice?
I've already looked through "Records and Information Management:
Fundamentals of Professional Practice" by William Saffady and "Winning Strategies for Successful Records Management Programs" by Mark Langemo but didn't see anything specific.
Thank you,
Erin Vandenberg
Director of Records Management
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