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Subject:
Re: Documenting the Destruction or Disposal of Records
From:
Frank Guerino <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Wed, 19 Sep 2007 09:23:36 -0400
Content-Type:
text/plain
Parts/Attachments:
text/plain (57 lines) 
Hi Ginny,

Would it be possible for us to see a list of attributes that you track on
your forms?  It would be interesting to see what's important to you, at
different stages in your Records Lifecycle.

My Best,

FG

Frank Guerino, CEO 
TraverseIT
908-294-5191 Cell
http://www.TraverseIT.com




On 9/19/07 9:12 AM, "Jones, Virginia" <[log in to unmask]> wrote:

> While the State requires us to use a particular form to document the
> destruction of records, we also use internal tracking.  We have a master
> log that is supported by destruction documentation (destruction
> notifications, hold requests, certificates of destruction, etc.).  This
> log has a permanent retention.  We do not list every individual record
> that is destroyed, but list in records series groups with inclusive
> dates.  With an EDMS, you can produce copies of audit trail logs or
> reports that show the same thing.
> 
> When we are asked to produce records that have been destroyed, I use the
> log to obtain date and method of destruction (recycling, shredding, or
> electronic deletion) and I issue a certified statement that the records
> were destroyed/deleted in accordance with established policy and
> procedures.  The key is to have demonstrable established policy and
> procedures and to have supporting documentation that show we followed
> those policies and procedures.
> 
> 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]
> 
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