<snip>" it is the agency that determines what the retention
period"<snip>

And that is the 'Operational' value.  Operational retention value is
the organization's record copy reference need for that information.  
That is the first question you ask clients when developing their policy,
"how long do you reference these records?"   The other values of Fiscal,
Regulatory, Legal, and Historic may not exist for many records series;
those would be nil values.   As the policy will be the longest of those
above evaluated and researched values, the policy would wind up matching
the Operational value.

Example; XYZ System Data Info 
Operational (reference)     2 years  (how long they reference to do
their jobs)
Fiscal                                 nil  (Finance, Internal Audit
does not need)
Regulatory                        nil  (none found in published
Federal, State, Local regulatory agency requirements)
Legal                                 nil  (General Counsel's office
offers no comment)
Historic                              nil  (no historic value to the
Org with this info)

In this example the retention policy for the XYZ System Data Info
record series would be 2 years; with Operational being the driving
value.

Here is another example; XYZ System Data Info 
Operational (reference)     2 years  (how long they reference to do
their jobs)
Fiscal                                 4 years  (Finance has no need,
Internal Audit needs this data and audits every 3rd year)             
Regulatory                        3 years  (published Federal Energy
Regulatory Commission req.; 18 CFR 125.3 XX)
Legal                                 5 years (General Counsel's
advice; concern for statute of limitations for gunpowder chemistry)
Historic                              0          (Corporate Archivist
has no interest in this record series)

In this example the retention policy for the XYZ System Data Info
record series would be 5 years; with Legal being the driving value.


Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 5/20/2009 7:24 AM >>>
Ok.  I will concede that Peter is correct.  This would be a best
practice.  However, for us  just about anything that comes from NARA, or
a consensus of other states is considered by our folks as a standard. 
;)

My point was that this is a process that is commonly used to determine
retention periods (at least in state government records - having worked
for 2 different states and know folks that work in others.)  Keeping
with the previously stated notion that unless there is some law or
regulation that requires a retention period, is.
<snip>

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