From UCSC: http://iam.ucsc.edu/Document_Disposition/index.htm

"It is very important that we document the final disposition of records
on campus.  Most importantly this allows the campus to affirm the final
disposition of records per the laws of the state and nation.
Additionally, maintaining this record will allow your office to confirm
that it no longer possesses specific information.  Having this peace of
mind can liberate you from time-consuming searches for information that
does not exist. In short, the unit heads will have to approve and
confirm the final disposition of information."


Chuck Piotrowski
CVPS


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Stephanie Thomas
Sent: Wednesday, June 01, 2005 4:56 PM
To: [log in to unmask]
Subject: Re: Destruction Certification

Hi Doug,

I keep a copy of the destruction authorization and the destruction
certificates so I have proof the documents was destroyed and I have
proof of
who authorized their destruction.  It is always a good idea to cover
one's
backside.

Also, I work for a mining company and it is common for us to sell
reports
and data to other companies and often if we transfer a mineral property
to
another company all of the technical reports are included as part of the
transaction.  When documents are destroyed or sent to another company I
do
not delete the record from our catalogue.  In the location field I
record
that the report / file was destroyed and the date of destruction or if
it
went to another company I indicate that it was sent to ABC mining
company
and the date it was sent.  I've found it very useful as I have had
requests
for technical reports years after they were sent to other mining
companies
or I've been asked what happened to such and such a file.  It's saved me
many hours looking for items I no longer have and I'm able to tell the
requestor what happened to the records.

Stephanie Thomas
Aur Resources Inc.
-----Original Message-----
From: Hojnacki, Doug [mailto:[log in to unmask]]
Sent: Wednesday, June 01, 2005 4:32 PM
To: [log in to unmask]
Subject: Destruction Certification


A question for the list. When you go through the full lifecycle process
for a record, including notifying the dept that a record is ready for
destruction based on the retention schedule, and the dept signs off to
shred the hardcopy. Do you retain any reports/evidence of what you
destroyed and when or do you just remove it from your system?
w
Comments would be greatly appreciated. RM has a request to get rid of
all evidence of destruction.

Doug

Douglas M. Hojnacki
Consultant
Bradford Systems Corporation
847-965-5070 - Bradford Systems
[log in to unmask] - Bradford Systems


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