Sound Advice! Try to eliminate as many event-based retention periods
as possible. They are next to impossible to manage without a robust
ECM process. Remember for every event-based item, you must plan for a
close-date to calculate. I simply to understand why folks put "D"+3
Years. Just do the math and make a decision. The time it takes for
folks (who ocassionally use the schedule) to glance at the legend and
say - I wonder what that really means is more time than should be
spent. Remember - we are not looking for perfect here - we need a
reasonable process that can acheive overall compliance regardless of
the repository i.e. physical (paper) unstructured data (share drives,
etc), system of record or ECM, etc... I always go to the end of the
process and go backwards using basic critical thinking skills (who,
what, when, where, and most importantly... how) to determine how will
we maximize our storage and disposition information in a legal and
reasonable manner.
Diane Walker, CRM
"Unofficial" Shared Drive Slayer (and Mom) :)
On Wed, Aug 25, 2010 at 8:27 AM, Tod Chernikoff <[log in to unmask]> wrote:
> Donna:
>
> The manner in which I have endeavored to write records retention schedules is to use more business language as opposed to records management jargon or abbreviations. In addition I try to avoid the "+"
>
> I typically would have a schedule in a database or table form and the columns including categories such as records group or function, ID number, name or title, description, retention period (number), retention unit (years, months, days, etc.) and Trigger. I try to minimize the number of Trigger types in the overall schedule.
>
> So for example
>
> Finance || 201 || Audit Reports || Internal and external audit reports || 5 || Years || After report is issued
>
> Hope this helps.
>
> Tod Chernikoff, CRM
> [log in to unmask]
> www.twitter.com/tchernik
>
> --------------------------------------------------
> From: "Donna Malzone" <[log in to unmask]>
> Sent: Wednesday, August 25, 2010 09:08
> To: <[log in to unmask]>
> Subject: [RM] Records Retention Schedule and the term ACT+
>
> Hi Everyone,
>
> Our department records coordinators would like me to be able to simplify the term ACT+, which are those records that need to be retain an additional period of time once the "Active Event" has expired or the Start Point for the retention begins. The terms that are being considered are Trigger or Disposition.
>
> I am struggling to articulate this into simplified terms.
>
> Any insight would be extremely helpful.
>
> Thank you,
>
> Donna Malzone
>
> Donna M. Malzone l Records Manager
> ProMutual Group
> 101 Arch Street
> Boston, MA 02110
> work: 617 428-9821
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
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>
--
Diane Walker, CRM
Be Prepared To Be Successful !
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www.linkedin.com/in/dianewalkercrm
281-799-8910
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