Earl,
I can certainly agree with previous responders that these reference
materials are generally not "records' and thus do not need to be
represented on the records retention schedule.  However, I also believe
that from the standpoint of managing the space that records (and
information) consume, it is necessary to have some mechanism for getting
people to review and toss things periodically.  This is truest in the
electronic storage area where people download copies of articles, save
copies of email, documents, presentations, etc. for reference and then
go off and forget they are there....or maybe use them, but eventually,
don't use them any more.  Without something that causes them to have a
reminder of how long it has been or that the stuff is even there, it
continues to add to the amount of stuff that has to be managed by
someone in some way.  And when that person leaves.......it adds to the
workload of someone to either go through it or continue to keep it "just
in case".

So, we come to the issue of whether you should classify things even if
they are not records, where and how you should document the
classification and what mechanisms can be employed to keep the piles
from becoming unwieldy.

Mind you, I don't have all the answers, but just ask me and I will
supply questions aplenty.  In the case of this question, if you don't
put them on the schedule, at least include some way to cause period
review and weeding.

Mary Hilliard, CRM

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Earl Johnson, Jr.
Sent: Tuesday, April 03, 2007 11:36 AM
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. 
E-mail: [log in to unmask]

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