Nolene:

About a year ago (when I was working for Unified Western Grocers) my
retention schedule form was posted on the Yahoo Groups Records Management
site.

The form was meant to do exactly as you are attempting.  Each series would
be listed with its scope notes, responsible department and retention periods
broken down by active and storage retention time.  Also listed would be the
company policies and Government regulations that backed up our decision to
keep the record for the desired period in the format that was chosen.

Users would read the schedule and decide if they are the responsible
department.  If the are the responsible department, they would send their
records to storage for the extended retention period.  If not, they would
contact RIM to arrange for destruction.

I have not checked lately to see if the form is still available.  If not
contact me and I will arange to get you a sample.

Graham Kitchen
(210) 289-7722
[log in to unmask]

On 5/23/07, Nolene Sherman <[log in to unmask]> wrote:
>
> We are a national company with 25 divisions. I am in the process of
> updating our company-wide retention schedule and have moved from a
> departmental to a functional schedule and am trying to reduce the number
> of series by combining records of similar types and retention periods. I
> am having a bit of a brain freeze, though, over how to indicate Office
> of Record. Across the company most of the work is very similar so the
> record series apply pretty much across the board. However, each division
> has its departments set up differently -- from what the department is
> called to which department is responsible for a particular stage of the
> process. For example, some of divisions have a department called
> Warranty, other call it Customer Care. Some Divisions have a certain
> process handled by the Sales and Marketing staff, others by the Design
> Center. Then there are a couple of series (like Licenses), where it just
> depends on who the licensing agency is as to which department keeps it.
>
> How do I indicate an Office of Record for a record series if it changes
> from division to division? I certainly don't want to list each division
> and what department it should be. I have been listing the one I think is
> most common, and telling divisions that they may annotate that they have
> a different department, stressing that they need to make sure to
> designate only one department to maintain any given series. The biggest
> challenge is the series like the Licenses -- I don't even know what to
> say for those.
>
> Nolene
> Nolene Sherman | Director of Records Management | Standard Pacific Homes
> | 949-727-9360 | FAX 949-789-3379 | [log in to unmask]
> <mailto:[log in to unmask]>
>
>
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