Mark's question about documenting the disposition of convenience (or source) documents and Jim's and Gary's replies about making shred bins convenient, both merit response.

As for Jim's question: It is Harris County policy that digital documents become the official record when the records custodians are confident that their systems will preserve the document for the required retention period. How the destruction is implemented is up to the department (within reason). Some departments simply shred transitory copies; others insist on documenting the destruction of the source document. It all depends upon the culture of the department and the decision of the director.

As for making shred bins convenient to employees.... Many years ago, I was very closely associated with recycling. At that time we separated paper into grades to achieve highest price from fiber buyers. Unexpectedly, we discovered that the bins of one department included unprocessed mail that one or more employees had discarded to lighten their workload. This resulted in an investigation and a very major management change.

The bottom line is that Mark should implement whatever practice(s) that Sugar Land is comfortable--but watch those shred bins and think very hard about your procedures.


Paul R. Scott, CA, CRM
Records Management Officer
Harris County, TX
713 274-7740

Under the Texas Public Information Act written communications to or from public employees may be considered to be public records and may be made available to the public and the media upon request.  This e-mail and any replies may be subject to public disclosure.



 

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]