Converting trigger-based retention periods to straight numbers requires 
a calculation of the worst-case version of how long that trigger period 
is going to be, and adding it to the retention value.  I've done that 
exercise more than once, and I can tell you that you need to be willing 
to accept some very, very long retention periods if you do it this way; 
or if you don't like that solution, you have to be willing to accept the 
risk that comes from having retention periods that are likely fall well 
short of actual legal minimums.

Take personnel files, for example, retention equal to termination+5.  To 
get rid of the "termination" trigger, you have to figure what's the 
longest someone could work for you.  Last time I did this for sombody, 
we did a little survey and found an active employee who'd been there 60+ 
years and had no plans to retire any time soon.  Get rid of the trigger 
and that bit of evidence leads to a blanket retention period of maybe 70 
years for all personnel files.  Nothing inherently wrong with that, you 
just have to know what you're getting into and be willing to live with 
the results.

Lots of other get-rid-of-the-trigger scenarios lead to similarly long 
periods.

Peter Kurilecz wrote:
> just converting to straight numbers does not tell the user anything unless
> you are saying that disposition starts after the end of of the year
> (examples would be Accounts Payable and Accounts Receivable)
>
>
>> Solution: Convert all "ACT+" retention codes to straight numbers. Define
>> the point at which the record becomes inactive in the Retention Schedule's
>> description of the record series.
>>
>> Real World Pitfalls to "Solution": ? [please put listserv responses here]
>>
>
>

-- 
Best regards,

John
John Montaña
Montaña & Associates
29 Parsons Road
Landenberg Pennsylvania 19350
610-255-1588
484-653-8422 mobile
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www.montana-associates.com
twitter: @johncmontana




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