Hi Doug--

Depending on who you are, knowing what you don't have can be equally
important to knowing what you do not.  For records in the public domain,
such as those of state or county government in Washington state, a
destruction log showing each destruction is required along with destruction
authorizations and date span.

This is important for a number of reasons, among which is avoiding the
appearance of arbitrary destruction.  Logging destructions can demonstrate
regular and routine business activity, and thus provide some protection as
long as the destructions are carefully researched and legal.


Sincerely,

Elizabeth Fairfax
Island County Records and Information Services
-----Original Message-----
From: Hojnacki, Doug [mailto:[log in to unmask]]
Sent: Wednesday, June 01, 2005 1:32 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?

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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