>> I am the records clerk for a law firm with 7 offices nationwide. 

Not Records Manager? What is the RIM or IG infrastructure in your firm?

>> Five  of our offices are following our records retention policy and 
keeping case materials for 7 years after closing.  Our 2 other offices are 
not and have eliminated the retention of any hard copies of any case 
material after it has been scanned. 

A retention policy strictly speaking is media neutral. It would be your 
imaging policy that sets out what is imaged and which copy is the primary 
copy after the original is imaged and QA/QC is done. What does this policy 
say on the matter? And are they following it?

>>I am not convinced that they are scanning ALL case materials as I have 
no way to check compliance. 

If your firm has now way of knowing if its policies are being followed, 
this in and of itself is a huge problem.

>>I need to provide our senior partner with robust reasons why these 
offices need to follow policy. 

The only thing worse than not having a policy is to have one and not 
follow it. Particularly if you communicate to clients about which of their 
documents are returned, kept, reformatted, etc., and if your policy is 
intended to comply with outside regulations - ex: Do you operate in 
"original doc states"? Does your policy account for that in those office 
locations? Surely your senior partner will understand compliance with 
regulations and commitments represented to clients. 

It sounds like you need a records liaison in each office tasked with 
communicating and ensuring compliance with you RIM or IG policies.

Gary
"Will work for hundreds of thousands of dollars."
 



The contents of this email are the property of PNC. If it was not addressed to you, you have no legal right to read it. If you think you received it in error, please notify the sender. Do not forward or copy without permission of the sender. This message may be considered a commercial electronic message under Canadian law or this message may contain an advertisement of a product or service and thus may constitute a commercial electronic mail message under US law. You may unsubscribe at any time from receiving commercial electronic messages from PNC at http://pages.e.pnc.com/globalunsub/
PNC, 249 Fifth Avenue, Pittsburgh, PA 15222; pnc.com



List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]