Good afternoon,
Just curious as to whether any of you have protocols in place at your organizations for destroying records internally? I just bumped into our new VP of HR, who asked about the process for destroying records internally (those that have never gone to offsite storage). I explained that we depend on users and records owners to know their records retention schedules, and determine--on their own, what can be destroyed based on that. They're also reminded to review any legal holds they may be under prior to destroying anything. As a small company., we also have a number of shred bins throughout our corporate offices and in some field locations, and we don't want to have to monitor and/or document what's being put into them.
Most of our HR records are onsite (yes, I know... it's a long story) and as we celebrated our 50th anniversary last year, some of them are now eligible for destruction. They have a person there now who is "cleaning up" these files, and will have some things ready for destruction soon. At her old employer, they had a formal protocol in place for destroying these kinds of records internally, and for HR and perhaps some other record series, I can understand the desire for that. As I was talking with this VP, it dawned on me that as we do have a protocol in place for destroying records stored offsite that re eligible for destruction, we probably ought to formalize one for destroying "select" internal records that are also eligible for destruction, and that is the reason for this post.
Can anyone share how/what you're doing for these kinds of records? And what record series/types are included? I'm also curious as to whether anyone requires documentation of what your personnel are putting into shred bins, and if so, how is that monitored/enforced?
As alwsys, thanks in advance for any comment and/or other feedback.
Earl
Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
Colonial Pipeline Company [Description: Description: Description: Description: Description: Description: Colonial logo]
1185 Sanctuary Parkway, Ste. 100
Alpharetta, GA 30009
Email: [log in to unmask]<mailto:[log in to unmask]> | Internet: www.colpipe.com<http://www.colpipe.com/>
Office: 678-762-2586 | Mobile: 404-402-4420 | Fax: 678-762-2315
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