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Subject:
Re: *EXTERNAL* RECMGMT-L Digest - 5 Jul 2017 to 6 Jul 2017 (#2017-157)
From:
"Mullen, James" <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Fri, 7 Jul 2017 11:53:40 +0000
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-----Original Message-----... Sent: Friday, July 7, 2017 12:06 AM...Subject: *EXTERNAL* RECMGMT-L Digest - 5 Jul 2017 to 6 Jul 2017 (#2017-157)
Subject: Removing "historical" designation from records

Hello all,

Has anyone heard of/had experience with removing the "historical" designati= on from records...county department that originally marked a group=  of contract case file records as historical years ago ...now wanting t= o downgrade them to the standard contract case file...

Katy Johnson | Records and Information Manager Records Management Jefferson County


Katy,

Sounds like a thorough review was not made when the records were originally classified and it has manifested into a physical space quandary.  Seems to me that while not typically "historical" as we think of it, some contracts may have long term usefulness due to their length and may even have historical value depending on what they document.  If I'm reading this right, contract retention is generally tied to the end of the contract (x years after expiration) and should be evaluated on a case by case basis at the end of the retention period for true "historical" value.  I would:
1) Coordinate with your State RIM/Archives and your county head legal beagle to verify proper retention 
2) Pending outcome of those discussions, re-classify the records category if needed, and 
3) Review the records prior to destruction on a case by case to determine if any of the contracts are indeed historical.


Jim Mullen
Lead, Information Compliance
FirstEnergy Service Company
Akron, Ohio
[log in to unmask]
desk external: 330-315-7230

Formerly RM, Oregon University System Chancellor's Office
 
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