Barb: Is it necessary to list an "Office of Record" at all?

In our case sometimes it is. Normally we use Responsible Office, All
Offices but sometimes things are delegated by the OPR (Office of Primary
Resp) or there is more than one retention for the same series. E.G. Human
Resources is primarily responsble for employee records but others can have
an HR record for those we supervise. Our retention is Until Terminated then
R - return to OPR (HR) who send offsite until they can be sent to the
archivist.

As well Finance Dept. is responsible for all financial record. Each office
prepares their own budget then submits to them for approval. We prepare our
own PO's, cheque reqs. etc and keep copies, sending the original to
Finance. The retention looks like this:
   Finance    CY+2Y    4Y (offsite)      DC (destroy confidentially)
   All Others CY+ 1y    - - (no offsite) DC

Maybe others have a simpler method but when you're as spread out as we are
we want to be sure we communicate very clearly who is ultimately
responsible and what everyone else does with records that are similar.

Patti Kraatz
Coordinator, Information Mgmt & Archives
Regional Municipality of Waterloo
2nd Floor, 150 Frederick St.
Kitchener, ON
Ph: 519-575-4725    Fax: 519-575-4481
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