We do include non-record convenience or duplicate copies on the
retention schedule so that we have our policy for their retention on
record. I'm for calling them something more easily identifiable in the
user's mind, so perhaps short-term administrative records is a better
name for that bucket. 

We hope to put an RMA into place in the next year that will help
designate short-term and long-term values for different document types
in our document management system, which holds our core business
records. This should put us in good shape for our core records to be
managed according to retention requirements at creation as you indicated
- either it goes to a long-term repository, or it moves along a
destruction track based on retention codes or metadata. 

As to how we can consistently manage things outside of this system, we
will need to help our staff to know which record is the official record,
what records that they control has additional long-term value, and the
methodology to think about the end at the beginning as mentioned by
others to better identify those pieces. 

We manage central records and central archives. There may be sufficient
"knowledge" in developmental work papers that would merit them to be
submitted for archival review to benefit others, as well. We hope to
keep educating staff in records and archives disciplines to get "better"
information for those reviews and to be more confident in disposing of
information that they know is being preserved for future access. 


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Steve Petersen
Sent: Monday, June 18, 2007 3:18 PM
To: [log in to unmask]
Subject: Re: [RM] Records Definition

"large circle as "official" records (using a
similar definition for records, then everything outside of a company
record circle is a non-record (duplicate, convenience, reference,
working with no record value)"

Cheryl- I think I have some problems with the 
duplicates,convenience,reference,.....  not being considered records.
I 
think you can define them as having a shorter retention period if you
wish 
BUT I think they are records.  With that being said  my question is how
do 
you manage them (non-records) consistently to the shorter retention 
period. To me you can then have duplicates of things that are records 
being kept for longer periods than the official records and employee's 
will circumvent the process as they know they can then keep things 
virtually forever just in case they need them.


Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244

"Bringing Order Out of Chaos" 


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