When I was writing my book "Records Management For Dummies", I wrote about
"Certificates of Destruction", which I am an advocate for - the technical
editor (and friend), was not in agreement with me about the value of the
COD (and I understand and respect his position). However, I believe COD's,
although they do not specifically list contents, show that the organization
is doing their best to securely dispose of information, whether they are
official company records (on the retention schedule), content of business
value or otherwise.
Thanks
Blake E. Richardson, CRM, CIP
---------- Forwarded message ----------
From: Steward, David <[log in to unmask]>
Date: Tue, Nov 11, 2014 at 2:42 PM
Subject: Re: Cert of Destruction
To: [log in to unmask]
Jeanne, my opinion is that you ask a valid question. What value, if any,
is provided by those "generic" certificates? I use the term "generic" to
define certificates of destruction that cannot be connected to specific
documents. I believe there is a value. It is third-party evidence that
you are performing a secure service. Invoices might provide similar value,
but the document destruction profession has determined that this is a best
practice. It also puts responsibility, perhaps even liability, on that
company to actually ensure the secure destruction of the materials. An
invoice demonstrates a business relationship. The certificate demonstrates
compliance with a written policy. You have an additional document to
demonstrate your compliance.
As to how long you keep these, in lieu of mandated legal or regulatory
direction, I would go with the relevance value. How long could they be
relevant to any demand for documentation of compliance? This may include
legal statutes of limitation on material connected with that destruction.
I am not a lawyer so my advice is not legal advice. But keep these as long
as someone can reasonably come back and challenge your processes.
Regards,
David B. Steward
Director of Records
HUSCH BLACKWELL LLP
4801 Main Street, Suite 1000
Kansas City, MO 64112-2551
Direct: 816.983.8860
Fax: 816.983.8080
[log in to unmask]
huschblackwell.com
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