Kelly:
Is the required retention period of retaining the liability claims for 21
years from the date of birth a state or local government requirement or is
it an internal business requirement? Also, is the birth date of the minor
not included in the associated claims paperwork? If not, then you may have
to retain the liability claims from the date of the claim + 21 years as
opposed to the birth date of the minor. Seems to me that would be a more
appropriate retention period anyway, but ultimately you would have to
retain those records longer.
Thanks,
Stephen A. Smith, CDIA+
Records Manager
QVC, Inc. Information Services
Phone - (484) 701-1559
Fax - (484) 701-1984
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"Davidson,
Christopher M."
<[log in to unmask] To
ATE.AL.US> [log in to unmask]
Ext: cc
Sent by: Records
Management Subject
Program Re: Records class code involving
<[log in to unmask] minors
UFL.EDU>
06/11/2007 02:50
PM
Please respond to
Records
Management
Program
<[log in to unmask]
UFL.EDU>
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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