In my reading, the central point of this post is this sentence:
"...the records manager is looking to identify classes of documents that
might cause harm to the organization, and to be aware of any laws that
might pertain to retention of those documents. The idea, then, is to
prescribe retention periods that have employees holding on to potentially
damaging records for as small a time period as possible, then destroying
them as soon as practical."
And it is wrong.
1. A records manager determines the retention of a class, or series, of
records based on their four values:
administrative/operational, fiscal, legal, and historical. Then determines
how long that value lasts for the organization. This, and not identifying
harmful records, is the basis of appraising a record for its retention
period in a retention schedule.
2. The protection of this system is in making retention and destruction of
records part of the organization's normal business procedure, not in
identifying "potentially damaging records."
Records managers protect an organization by systematically managing
records, information, and data. Not by identifying and sweeping up the
dirt.
Gary Link
Pittsburgh, Pa
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