Thanks for the input everybody. My question was; if records are considered vital, should they be identified as such on a retention schedule. I'm thinking about suggesting the sample Vital Records schedule because of the following: we're also cleaning up the shared data on the LAN and organizing files by records series. Each department uses their individual schedule to ID records shared within their department. One standard folder structure is permitted across the organization. Under that folder structure a "works in progress folder" is titled "workspace", another folder titled "retained" holds complete records to which retention is applied and each record within that folder is identified by a record series number. How does this sound, being that there is going to be a high level corporate folder, I can create a vital records schedule within it and link it to the department that is the subject matter expert.
Beatrice Williams
Manager - Archives & Records
NCCI Holdings, Inc
901 Peninsula Corporate Circle
Boca Raton, FL 33487
Office: 561-893-1606 Fax: 561-893-5850
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Tod Chernikoff
Sent: Monday, September 14, 2009 5:35 PM
To: [log in to unmask]
Subject: Re: Vital Records
In addition, Larry's method becomes increasingly important as the series descriptions become broader and/or buckets get bigger.
Tod Chernikoff, CRM
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From: "Steve Morgan" [log in to unmask]
Sent: Monday, September 14, 2009 17:26
To: <[log in to unmask]>
Subject: Re: [RM] Vital Records
< I understood the question to be more in line of should those records listed on the retention schedule that are Vital Records be specifically identified as such on the schedule.>
My apologies, Ginny, I read it differently, more in "general."
Anyway, in my opinion, I believe they should be specifically identified on the Retention Schedule, to avoid any problems/mistakes.
I also like what Larry wrote, " It might be possible to state "series includes some vital records" and then provide a pointer out to an independent list of which records within the series are vital, or to
have an "A, B, C..." listing within a series to describe each record type (by name) within a series is vital and annotate is as such, but unless this is a limited number of records, it seems like a lot of extra work to maintain."
Steven D. Morgan
Records Manager, C.J. Segerstrom & Sons
Costa Mesa, CA
714.438.3228 Phone
714.546.9835 Fax
Behind every successful manager is a Records Manager.
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