I am of the opinion to not list them, as in most/many places they are
excluded from the definition of a record, such as in the world of federal
records, however I have come across them listed in the records schedules of
federal agencies, such as the EPA - see citation in the link below.
http://epa.gov/records/policy/schedule/sched/008.htm
ARMA's Glossary of Records Management Terms - The 3rd Edition came out this
month - Shameless Plug Inserted - defines them as such.
reference materials - Items needed in-house to complete work, usually
considered as non-records and not included in a records inventory or
on a records retention schedule.
Tod Chernikoff, CRM
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Earl Johnson, Jr.
Sent: Tuesday, April 03, 2007 12:36 PM
To: [log in to unmask]
Subject: [RM] Should "Reference Materials" be on a retention schedule?
Good afternoon,
I'm curious as to whether many of you include a records series called
"Reference Materials" on your retention schedules? As a long-time RM
professional I've seen this kind of records series on a number of schedules,
but I've also heard and been a part of many discussions as to whether it's
appropriate to include them since they're not usually company records. Now
when I think of reference materials I'm not talking about phone books,
encyclopedias, or magazines, but rather unique, hard to find, and most often
"dated" reference materials that might be used as support a record that your
company creates or produces.
Or, should a retention schedule only include those unique records that
your organization actually creates or produces?
As usual, any and all comments are greatly appredciated.
Thanks.
Earl
Earl Johnson, Jr.
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