<Do you keep a record of destruction?> Yes
<If so, what information/metadata do you keep about the records you (or your vendor) have destroyed?> The record type, the inclusive dates, the retention item at the time of destruction referencing that schedule, the date of destruction.
<How long do you keep records of destruction?> Very long term - at least 50 years.
<How about certificates of destruction - in many cases the certificates provided by shred vendors are vague; they provide a date and tonnage, but you are unable to trace the certificate back to a specific record or boxes of records?> Certificates of destruction are attached to the appropriate log.
<I would like to rely more on policy, audits and the retention schedule as proof of destruction.> This practice could create issues. Imagine yourself (or a subsequent RM for your company) in the witness box being asked when particular records were destroyed. If you answer - according to the retention schedule in effect at the time, they should or would have been destroyed on XX/XX/XXXX - opposing Counsel (and probably your own) will ask you if you know for sure those records with those dates were destroyed. Not should or would, but specifically. If you do not keep a record, you cannot answer specifically. I've been here for 18 years and am still asked from time to time to produce records from 18 years ago (when we did our first organized destruction under policy). I can only certify those records were destroyed on a specific date if I have the data available in the log.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Blake Richardson
Sent: Friday, March 02, 2012 1:37 PM
To: [log in to unmask]
Subject: [RM] Record of Destruction
Good Friday morning to my fellow records and information management professionals. I would like your opinion on the following matter. Do you keep a record of destruction? If so, what information/metadata do you keep about the records you (or your vendor) have destroyed? How long do you keep records of destruction? How about certificates of destruction - in many cases the certificates provided by shred vendors are vague; they provide a date and tonnage, but you are unable to trace the certificate back to a specific record or boxes of records?
I have always kept a record of destruction, but as time passes, I am starting to question the value and risk mitigation it provides. I would like to rely more on policy, audits and the retention schedule as proof of destruction. As always, I would appreciate your thoughts.
Sincerely
Blake E. Richardson, CIP, CRM
Manager of Records
Safeway Inc.
20427 N. 27th Avenue
Phoenix, AZ 85027
623.869.3875
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