Jesse Wilkins wrote:
>The key is to figure out what should happen to the stuff in each zone
and train people on that so that they know that if they leave it in the
inbox (the "transitory zone") it's gone in 30 days. If they need it
longer than that they have to move it to a folder, any folder, all of
which are covered by the "working zone" and which has blanket retention
and disposition of 180 days. Sometime during that time they have to make
decisions to keep as a record or not and to take appropriate action on
the records.

Jesse, the first step seems reasonable. However, moving from the second
step to the third seems highly unlikely. This whole scenario would, in
my opinion, meet retention requirements as conceived, however I wouldn't
necessarily say that it would meet them successfully as a practical
reality, particularly for longer term retention items. If we assume that
those longer term items - longer than 180 days - are longer term because
of important operational, legal, fiscal and historic needs, then this
approach appears to present considerable risk. My suspicion is that once
the information is placed in a folder in step 2, it will be promptly
forgotten as it is out of sight/out of mind, and generally never reach
step 3 after the 180 days. This doesn't actually absolve the user of
applying retention, it just further delays it in a manner that might
exacerbate issues, particularly if the problem is the application of
retention across the enterprise in the normal course of business.

Dwight Wallis, CRM
Records Administrator
Multnomah County Fleet, Records, Electronics, Distribution and Stores
(FREDS)
1620 S.E. 190th Avenue
Portland, OR 97233
Phone: (503)988-3741
Fax: (503)988-3754
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