Kelly,
There is no specific General Records Schedule (the schedule for records
common to all Federal agencies) item covering the maintenance per se of
records of destroyed records. The closest to that are the items under
GRS 16, Item 2, 4, and 7, the latter being 6 years. GRS 18, Item 3
deals with maintaining destruction certificates for classified documents
(not likely applicable to Safeway) and calls out a retention of 2 years.
Here's a link to the GRS:
http://www.archives.gov/records-mgmt/ardor/grs-index.pdf
Unless there is a specific statute or regulatory requirement, the
maintenance of records of destruction is a business determination.
Normally, an organization maintains such records (of destroyed records)
to document the approval authorities and to end the search for records
known to be destroyed. That latter reason keeps down the annoyance level
to users who come across records referenced in a search that are no
longer in existence.
As the former Records Director for CIA, I never had a compelling reason
to maintain records of destroyed records beyond 6 years.
Hope this helps.
Christopher J. Olsen, CRM
Information Systems and Global Services
Enterprise Solutions and Services
Office No. 703-889-1799
Facsimile No. 703-889-1871
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of =?windows-1252?Q?Kelly_Hamilton?=
Sent: Thursday, September 27, 2007 11:44 AM
To: [log in to unmask]
Subject: Retention of Certificates of Destruction and Supporting
Documentation
Hello to the listserv! I can't wait to see people at the party!
How long do people retain their certificates of destruction, and any
supporting documentation related to destruction? By supporting
documentation, I mean spreadsheets of items to be destroyed, approvals
from
various departments, and then when applicable, listings back from
outside
storage of items they actually destroyed. I found one time period by
looking back at the listserv archives, and that was 6 years for the
federal
government.
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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