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Subject:
Re: Documenting Disposition Errors
From:
"Jones, Virginia" <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Fri, 14 Sep 2012 14:12:06 -0400
Content-Type:
text/plain
Parts/Attachments:
text/plain (46 lines) 
Jeanine:
This is similar to having to document loss of documents during a disaster.  Your client should list - as well as possible - the records that were accidentally destroyed, show the date destroyed, and the circumstances that caused the accidental destruction.  They can also note that some related documentation exists, but not the whole record, and should also hold on to the related documentation for the remainder of the retention period.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
[log in to unmask]


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Streamliners, Inc.
Sent: Friday, September 14, 2012 1:56 PM
To: [log in to unmask]
Subject: [RM] Documenting Disposition Errors

I have a question a from a business partner (document shredding company) I'd like to put out to the group.

 

Their client provides mental health and counseling services and accidentally put a few boxes of records that should not have been destroyed, in a large pile with other boxes to be destroyed. The boxes were accidentally destroyed. They are trying to determine how to handle & document this accidental destruction. They know the clients/patients names of the destroyed files and can print related documents if needed. The files are "closed" but the destruction dates were not reached. A process for this is not in their current record retention/destruction policy.

 

Because the files can be recreated to some degree, is it necessary to document this, and, if so, how?  Does anyone have experience with policy language regarding documenting disposition errors?  Thanks in advance for whatever guidance you're able to provide!

 

Jeanine L. Baron

Streamliners, Inc. 

 


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