As Gary accurately suggested, one of the first things to consider is how
your retention schedule is organized.  Depending on the complexity of your
organization, and/or it's penchant for re-organizing, a Functional schedule
may serve you better than an Organizational one.  This way, if the
organization "morphs", the schedule can remain unchanged and still serve
all aspects of the organization.

You mentioned your primary focus is on "business records" rather than the
technical ones, but in many cases for an organization of your type, the
technical records CAN BE extremely tied to "business".  I don't know (from
what you're saying) if someone ELSE is responsible for scheduling these, or
if they are unscheduled... but because you are likely regulated, some
consideration should be given (by someone) to ensure these technical
records are reviewed as well.

Also, given the scope of your effort, it might be a good idea to meet with
representatives of your various functional areas (policy, finance, legal,
HR, facilities, etc) and review the record series you have listed in your
classification system to ensure all record series they generate and/or
receive are included- if not, while performing your research, you can find
the requirements for the ones that aren't listed now, then add them.

You asked about the best way to approach this... you may want to consider
benchmarking with others in your industry segment who fall under the
same/similar regulators.  In many cases, these requirements aren't
protected like the Crown Jewels and people may be willing to share.  If you
WERE working on the technical side, you likely COULD limit your research to
your industry sector, but because you're looking at the business side, you
will likely have to do a much broader set of research.  You can begin by
verifying/validating against any citations in your present schedule, and
then branch out from there.

Once you have identified any 'legal, statutory or regulatory' requirements,
you should meet again with the functional areas responsible for the records
and determine if they have any 'business needs' for retention that exceed
those minimum mandatory requirements, then you can craft a retention
schedule that serves both your requirements and any business needs that may
exceed those.

And naturally, prior to publishing the schedule, you should validate with
Legal or Compliance to determine if there is any insights they want to
include in how to craft language before it's published.

Larry
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On Thu, Jul 3, 2014 at 4:34 PM, Winspur, Stephanie (Calgary) <
[log in to unmask]> wrote:

> Hi Everyone
> I have been lurking on this list for a couple of years, but this is my
> first post.
> My name is Stephanie Winspur and I have worked as an RM Analyst at a
> Canadian oil and gas company for the last 12 years. I have worked mainly
> with business records (as opposed to technical), active files, inactive,
> destruction co-ordination, some policy work, shared drive re-orgs,
> inventories, etc.
> My latest project is updating the Records Classification and Retention
> Schedule.
>
> We have a classification system and retention schedule in place, but need
> to update the citations and retention research.
> I haven't done anything like this before and am hoping to get some tips on
> methodology.
> We have Retention manager 3 and Filelaw but I am not sure the best or most
> effective way to use them.
> Keyword searching?
> Read everything?
> Only look at your industry sector?
>
> Are there any suggestions or resources out there for this?
>
> Stephanie Winspur
>



-- 


*Lawrence J. MedinaDanville, CA RIM Professional since 1972*

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