In my opinion, the role of a records manager in the disposal process is to 
manage both security and risk within acceptable limits.  It begins by first 
establishing what you have and how long you have to keep it (and sometimes, 
even HOW that information is kept and used).

Once it no longer has any historical, legal, or business value and all 
retention requirements have been met, management of the end of the lifecycle 
begins.  The role played in the disposal process may depend on whether 
records management is centralized or decentralized.  Where it is 
centralized, a records manager can take a very active role in verification 
of records submitted for disposal, reconciliation with legal and tax 
regarding issues that might change the retention period, and then secure 
destruction of the records themselves.  In a decentralized environment, the 
role of a records manager can still be very active, but with a different 
approach.  Records Managers can provide consulting services and education 
about the retention & disposal process, audit compliance to the retention 
schedule (including exceptions) on a regular basis, creation of controlled 
self-assessments for various departments to aid in preparation for internal 
or external audits, and then advise on the destruction process and/or vendor 
services to ensure that risk is being managed within acceptable parameters. 
In addition, some departments may need assistance with building short term 
and long term storage solutions (including data migration strategies).  A 
Records Manager can also witness destruction, audit vendor processes, and 
even provide destruction services where that is feasible.

Depending on the process the actual handover of records depends on the 
destruction process itself.  If a vendor has been audited and you are 
reasonably assured that the process is secure from the point where media is 
handed over to the point of destruction, it may be as simple as putting the 
media in a locked container in a secure area.  In a more complex process, 
the Records Manager may need to establish (or help a department establish) 
some control points to record what and how media was identified for 
destruction as well as how it was managed until the actual destruction.

Warmest regards,

Angie Fares
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----- Original Message ----- 
From: "Chris Flynn" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Monday, April 23, 2012 9:06 AM
Subject: Disposal


> It is bleak
> The market is down
> Politics wroldwide is a kerfufle
>
> It begs the question....
> What should our role, as records Managers, be in the disposal process.
> we will assume it is sunny outside
> The market is rising with no endin sight
> All voters worldwide are reasonable, engaged and enlightend.
>
> At what point in a well designed, fuctioning, disposal process should a
> records manager hand over disposal of records in an organization?
>
> Chris Flynn
> Monday is my favorite day
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already 
> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the 
> message.
> mailto:[log in to unmask] 

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