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Date: | Tue, 10 Feb 2015 08:16:22 -0500 |
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>> I am the records clerk for a law firm with 7 offices nationwide.
Not Records Manager? What is the RIM or IG infrastructure in your firm?
>> Five of our offices are following our records retention policy and
keeping case materials for 7 years after closing. Our 2 other offices are
not and have eliminated the retention of any hard copies of any case
material after it has been scanned.
A retention policy strictly speaking is media neutral. It would be your
imaging policy that sets out what is imaged and which copy is the primary
copy after the original is imaged and QA/QC is done. What does this policy
say on the matter? And are they following it?
>>I am not convinced that they are scanning ALL case materials as I have
no way to check compliance.
If your firm has now way of knowing if its policies are being followed,
this in and of itself is a huge problem.
>>I need to provide our senior partner with robust reasons why these
offices need to follow policy.
The only thing worse than not having a policy is to have one and not
follow it. Particularly if you communicate to clients about which of their
documents are returned, kept, reformatted, etc., and if your policy is
intended to comply with outside regulations - ex: Do you operate in
"original doc states"? Does your policy account for that in those office
locations? Surely your senior partner will understand compliance with
regulations and commitments represented to clients.
It sounds like you need a records liaison in each office tasked with
communicating and ensuring compliance with you RIM or IG policies.
Gary
"Will work for hundreds of thousands of dollars."
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