Robert,
I have a question - what type of record would your business retain for 300 years??? I'm having a hard time seeing where a 300 year old business record would be retained for business reasons - can you help with an example?
Caroline J. Walters, MA, MLS
University Records Officer/Records Management
Information Security, Policy, and Records Office (ISPRO)
Office of the Vice President/CIO
University of Virginia, 2400 Old Ivy Rd.
Box 400898, Charlottesville, VA 22904-4898
Phone: (434) 243-9162
Fax: (434) 243-9197
Email: [log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Seibolt, Robert
Sent: Thursday, January 28, 2010 4:59 PM
To: [log in to unmask]
Subject: Re: NOW Permanent 300 years/WAS: Records Management Myths? Clarification
I was puzzled by some of the responses but I think I understand where those folks are coming from now. When I say 300 year retention, I am concerned with records still in a business environment kept for business/evidentiary reasons. Some of the records mentioned like the Declaration of Independence, The Constitution, and the Magna Carta are no longer being kept for business/organizational reasons. If something happened to the main copy of The US Constitution at the National Archives, the freedoms guaranteed by the Bill of Rights wouldn't suddenly be taken away from people. I am not proposing they should be destroyed because they are close to or past retention. In my humble opinion, they have crossed over the fuzzy line from being considered a record to a cultural artifact.
In my experience, records of this nature are transferred out of the business environment into manuscript collections or to other organizations with advanced archival and preservation capabilities. Those records are no longer being "retained" in the business/organization environment.
My reasoning on records assigned a 300 year retention is we would make a good faith effort to preserve them to the best our ability and available resources targeting that length of time. This is with the understanding in a business environment it is going to be a great challenge to achieve that goal with a high probability of the loss of those records before that time period has elapsed. These records would likely never be transferred to library or other historic collection because of their function.
Rob Seibolt
Email
Senior Records Analyst
Midwest Research Institute, Kansas City, MO
http://www.mriresearch.org/
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