Good afternoon,

When an attorney prepares and distributes a LHO, I post it to our records management SharePoint site.  Although the LHO is usually addressed to an individual (or sometimes a department), we're concerned that when a LHO recipient leaves the Company via separation, job transfer, or retirement (we've had a lot of those recently), their replacement may not be aware of any LHO-inherited records that their predecessor may've had.  If they are a new employee, the replacement may not even be aware of the LHO program itself.  Just wondering if anyone else has faced this kind of issue, and how did/do you address it?

Getting RM included in the on-boarding process just isn't going to happen here, so I can't mention it to them when they first come in.  My work-around was to get on the list to be notified of new employees and their departments and start dates.  I then send them an "Intro to RM" email about a week or so after they start, introducing them to our records management program including email management, retention schedules, etc., including the LHO process.  I am not sure how many actually read it as I'm sure that they are usually still overwhelmed with their new responsibilities.   While we don't want anything to fall through the cracks (my fear is that a new supervisor, for example, might destroy some records as per the records retention schedules-thinking they are doing the right thing, but not knowing that they were actually being kept past their destruction date because they were under a LHO by his/her predecessor).

Anolehr issue we face is how to manage those LHO-preserved records in between the time that someone leaves and their replacement comes onboard.  Depenidng on the position, that could be weeks or even months apart!

We're looking at a couple of options to handle this.  One is for the atorney to address LHOs to job titles, and not necessarily to individual names.  Another is to physically take possession of the affected records, and mange them in the Legal department.  We did this at another emoloyer, and while it was extra work, it worked!

As usual, your responses are much appreciated.  Feel free to respond off-list, as appropriate.

Thanks.
Earl

Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
Office (678) 762-2586   |   Cell: (404) 402-4420   |   Email: [log in to unmask]<mailto:[log in to unmask]>


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