Kelly,

In addition to the database, you might consider a structured change 
control process:

Create a way to initiate a suggested change such as a controlled form. 
Evaluate the change and accept, reject, or accept with modifications, as 
appropriate.  Note that this implies the existence of an approval process.
Create a change control log for the retention schedule. 
Bundle the approved changes and hold for the next revision to the schedule 
- it typically is not necessary to revise the schedule for each individual 
change. 
Use the bundle of approved changes as source materials for periodic 
refresher training for staff.

In fact, you could capture these steps in a procedure and use it for any 
form of governance, all of which should be approved for use and, 
therefore, should be subject to revision control. 

Chris Gaines, CRM





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