Do you believe this? Boy we sure can't say that, but of course Larry is RIMMAN. Not even misplaced a box in 54 years. Wow.
"And I'm NOT sure it's happened to all of us. Our program here dates back to
1958 and we have never lost, misplaced, or accidentally destroyed a box."
----- Original Message -----
From: "Larry Medina" <[log in to unmask]>
To: [log in to unmask]
Sent: Friday, September 14, 2012 2:46:35 PM
Subject: Re: Documenting Disposition Errors
Ok, so I'M NOT... but if I WERE an attorney and I was trying a case against
a firm that had 'inadvertently' destroyed records and I found something
documented in their policies/procedures on how to handle records destroyed
that shouldn't have been??? Well, I think my work here would be
completed...
And I'm NOT sure it's happened to all of us. Our program here dates back to
1958 and we have never lost, misplaced, or accidentally destroyed a box.
Making provisions for something that happens accidentally makes it seem
like MUCH LESS of an accident to me.
If I were going to put this ANYWHERE in polices, I'd put it in my disaster
prevention/recovery policy...addressing the potential of records having
been water damaged or otherwise rendered unusable. But I'd word it very
carefully... I think I'd lean towards damaged rather than destroyed, and
I'd start the discussion out with something like "Although every effort is
made to protect records in storage and in daily use..."
Larry
[log in to unmask]
On Fri, Sep 14, 2012 at 11:22 AM, Pilar McAdam
<[log in to unmask]>wrote:
> Jeanine Baron asked about how to address the inadvertent (i.e.,
> accidental, erroneous, outside-of-policy) destruction of files. My
> thoughts are:
>
> 1) It's happened to all of us.
>
> 2) When I come across this situation, I enter a note into our records
> system along the lines of, "Destroyed in error on 6/28/2009".
>
> 3) Whether to put something about this un-anticipatable (is that a word?)
> occurrence into your policies/procedures will depend on how formal your
> program is. If your procedures are very elaborate, then you probably
> should, but I'd keep it very brief. Maybe something like, "In the event
> that records are destroyed or made permanently inaccessible, regardless of
> the cause, before the completion of their required retention, a notation
> will be entered into the tracking system indicating what occurred and when."
>
> 4) If you have an internal audit program that includes corrective action
> plans, it should be able to encompass the identification of any systemic
> problems (rather than one employee's ignorance or vandalism) that need to
> be addressed.
>
> Just one woman's opinion.
>
> Pilar C. McAdam, CRM
>
--
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*
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