HI Donna,
 
I agree with the recommendations you have already got.
I think I can add something that might be useful, or give you some ideas.
 
It is good to check the yours State official institutions how they explain the last date:
For example, it is not possible to destroy financial documentation in the middle of the year, after "6 years" of payment passed, but 6 years after the end of the year.
Canada revenue agency said it more clearly:
 
26. Under the Act, books, records, and their related
accounts and source documents, other than those referred to
in paragraphs 27 and 28 below, have to be kept for a
minimum of six years from the end of the last tax year to
which they relate. The tax year is the fiscal period for
corporations and the calendar year for all other taxpayers.
Under the Employment Insurance Act and Canada Pension
Plan, the retention period begins at the end of the calendar
year to which the books and records relate.
 
.
Types of event could : end of the contract, but don't forget warranties.
Age of the person, in some cases it is important to know the age of the person when event has occurred.
In Canada and other countries, for example, there is a difference in retention periods for adults and children.
In some cases, it is possible that the file that could be kept for "2" years, should be kept for 2 years after children becomes adult.
Projects - from the end of the project plus warranties if they apply.
 
Policies and procedures - ?? of years after superseded, and in some cases "permanent", because although there are new policies and procedures in use, but it is possible that some cases are managed according to the "old" regulations, until different not stated clear.
 
It is possible that some records series should be reviewed for Historical Information after they are met their retention period.
 
Various projects related to Development and Planning - until all conditions are met.
 
Until decision is made ( for appeals, as example)
 
Until loan is fully repaid( here I can add that I know about the cases when students paid loan before the date on the agreement and destroyed the records thinking that every thing is okey, but they did not know that revenue agency thinks differently.
Students could not prove that they paid loans and found themselves in trouble. Parents, look after children student loans:-)).
 
For procurement : Working files purged 2 years after contract is awarded.
 
Expiry of the lease, licence, agreement....
 
Regards,
 
Alex Babin
 


--- 



List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]