In previous experience with similar records, the records were filed by
date of birth, so retention could be applied.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kelly Hamilton
Sent: Monday, June 11, 2007 1:44 PM
To: [log in to unmask]
Subject: Records class code involving minors

Hello!  We have a situation regarding the destruction date of records
that are based on the age of a minor, and we wanted the input from
others on the listserv on how they may handle this type of situation.

 

The problem is this:  We have liability claims that involve minors.
They have to be kept 21 years from the minor's date of birth, regardless
of the date of the claim, unless we don't know anything at all about the
age of the minor, in which case the records have to be kept 21 years
from the date of the claim (because that's the longest it would be
anyway).  We don't have a 'trigger date' that would trigger a
destruction date, like keeping a record 10 years from an employee's
termination, or 10 years after the expiration of a contract.  Assigning
a retention formula to the record class code in our software, therefore,
can't happen, because I can't tell the computer '21 years from the
minor's date of birth'...it doesn't know what that date is.

 

What are other people doing to handle a problem such as this?

 

Kelly Hamilton

Records Specialist  

 

Safeway, Inc.

20427 North 27th Avenue

MS-7011

Phoenix, AZ 85027

623.869.3848 Tel

623.869.6175 Fax

 


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