Based on my experience in working in both the corporate realm and government
realm (local government employeed, and federal (contactor) here is how I see
things:
Specifically, do you require them when a Records Manager physically destroys
a paper (or other physical) record?
>If it is a record and is being tracked, yes, even if the process occurs
within the RM Program process
How about when a third-party storage provider does the destruction?
>It may be in a different format, but yes – they should provide you a
certificate of destruction
Does it matter if the record has been destroyed onsite vs at a contracted
(storage or destruction) location?
>No different. When I’ve worked with on-site vendor destruction they issued
certificate of destruction
What about when another employee in your organization (say, not in RM, but
potentially the 'owner' of the record) destroys a record (in
accordance with an approved retention schedule, of course)?
>Again if they are records being tracked, so should their destruction
What about when someone (in accordance with an approved retention schedule)
destroys an electronic record?
>Same. It may be in a different format (contain different information)
Do you keep C of Ds forever?
>In the Federal Government I know that they are kept for six years after the
related (destroyed) records are disposed of
Hope this was helpful.
Tod Chernikoff, CRM
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Hebner, Kurt
Sent: Thursday, August 02, 2007 2:35 PM
To: [log in to unmask]
Subject: [RM] Certificates of Destruction
Hi Folks --
Interrupting my lurking for a moment for a question about Certificates
of Destruction :
Specifically, do you require them when a Records Manager physically
destroys a paper (or other physical) record?
How about when a third-party storage provider does the destruction?
Does it matter if the record has been destroyed onsite vs at a
contracted (storage or destruction) location?
What about when another employee in your organization (say, not in RM,
but potentially the 'owner' of the record) destroys a record (in
accordance with an approved retention schedule, of course)?
What about when someone (in accordance with an approved retention
schedule) destroys an electronic record?
Do you keep C of Ds forever?
Thanks in advance for sharing how you do it where you are ...
--Kurt
Kurt Hebner
Consultant - Documents and Records
Ohio Department of Education
EM: [log in to unmask]
PH: (614) 995-1956
The Ohio Department of Education values your feedback as a customer. Please
take a few minutes to complete our survey regarding the quality of service
you received from our staff. Thank you in advance.
http://www.ode.state.oh.us/cust_service_survey
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present,
place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
