The only lifecycle stage tracked on the destruct log is destruction.
That is the only purpose of the log. Here are the headings we use:
DIVISION/BRN/SCTN (record owner)
RECORD (records series)
INCLUSIVE DATES
SCHEDULE ITEM # (from retention schedule)
# OF BOXES (total number of boxes for that records series
DATE NOTICE SENT (notification sent to record owner)
DATE APPROVED (date Records Management approves the destruction to take
place)
OBJECTIONS/HOLD
# BOXES DSTRYD
DATE DSTRYD
BOX SIZE*
LVA GS NUMBER*
LVA RECORD NAME*
*these three needed to complete state form
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 Frank Guerino
Sent: Wednesday, September 19, 2007 9:24 AM
To: [log in to unmask]
Subject: Re: [RM] Documenting the Destruction or Disposal of Records
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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