If your various departments do not agree with experts in the field, then
you might ask them (quite innocently), what is the basis for their
disagreement. I went to a CLE at the NY City Bar Association recently to
hear a panel discussion on records retention and the attorneys and
government representatives on the panel all took the records industry
view that your retention program should not distinguish between paper
and electronic records, but rather should focus on content, consistency
of treatment, and process.
William Creamer
WF&G LLP
NY NY
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Lisa Shimamura
Sent: Tuesday, August 22, 2006 12:43 PM
To: [log in to unmask]
Subject: Re: [RM] Documenting destruction of electronic records
Thanks Doug. I got the same recommendation from our RM Consultants. The
problem is that our Legal, Audit and IT folks do not agree with the
recommendation. We do not think the same procedure used for approving
and documenting the disposal of physical records can apply to erecords
records like email, etc. absent an automated electronic recordkeeping
system. My understanding is that the estimate to implement such a
system here was upwards of 3 million dollars and the company does not
have this in the budget.
I am wondering if there are any legal mandates that require companies to
maintain documentation on the deletion/disposal of erecords.
On 8/22/06, Allen, Doug <[log in to unmask]> wrote:
>
> Lisa,
>
> I'm not an attorney, don't play one on TV, but did marry one.
>
> Regarding the questions relating to electronic records destruction. I
> would recommend that you follow the same procedures with the
> destruction of electronic records as you follow with paper or
> microfilm based records. Maintaining Certificates of Destruction for
> those records makes sense.
>
> In fact, some systems provide for a documented and automated approval
> process for electronic records destruction....so it is possible to
> maintain that information within the electronic records management
> system software itself (assuming that a D.O.D. ERMS solution is in
> place).
>
> As far as how long to retain that information. To the best of my
> knowledge, most organizations retain certificates of destruction for
> paper and microfilm based records on an indefinite (should I even say
> permanent) basis.
>
> Douglas P. Allen, CRM, CDIA+
> Business Development Manager
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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