Kelly:
We account for all copies in our retention schedule.  It can be done two
ways - include text at the beginning of the schedule (we have a section
at the beginning called CONDITIONS FOR RECORDS RETENTION AND
DISPOSITION) that states all copies are to be destroyed "6 months/1
year/whatever" (usually a shorter time than the record copy) or "until
no longer administratively necessary" (I'm not particularly fond of this
one) unless otherwise indicated in the schedule. You should also add "No
copies are to be kept longer than the retention of the record copy."  

There are some copies that have their own specific retention based on
legal, regulatory, or business need - again less than the record copy -
that we list in the appropriate records series.

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kelly Hamilton
Sent: Thursday, August 09, 2007 3:16 PM
To: [log in to unmask]
Subject: [RM] Copies Management was Re: RIM Statistics

It's funny that the question was asked today, and Larry mentioned that
it 
is the copies that drive up the number of records in an organization.  
We've been talking about copies management today, and I needed to ask
the 
listerv what policies they have about copies!

We know we have copies of records.  We can't use our records management 
software's original/copy retention functionality, and we can't use the 
official department of record designation, because it would mess up the 
security permissions.  Anyway, we're going back and forth as to whether
or 
not to put line items in our retention schedule for the copies (which
would 
expand our retention schedule), and designate that they are copies, or
not 
do that at all, and do what Larry suggested, and NOT treat them as
records.

So, we're looking for information on what other people are doing about 
their copies.  If you reply to the list, please also reply directly to
me 
at [log in to unmask]  For some reason (that we're
investigating), 
both Blake and I here are not getting listserv emails (not even in a
daily 
digest format), so I will see your responses as they are sent, instead
of 
needing to wait until tomorrow and check my Yahoo account for them all.

Thank you very much!

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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