Thanks for the clarification Brian. Deleting electronic documents from shared drives I think would have the same basic information: record series, record types deleted, date range, volume (as Ginny suggested), date deleted, authorization/approval. For data in applications and your email, I'd look to your system administrators for reports that can be generated from the systems, rather than attempt to document deletion manually on  a form. If I were your State RA, I'd set general guidelines for what those reports should contain, based on some level of knowledge of the systems' reporting capability.

Gary 


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Sorry for not writing a clear question.  The form supplied by the records administrator was designed for and only works for paper records.  If you were the State Records Administrator (Secretary of State in Nebraska), how would you design the reporting form and how can local and state government agencies keep track of disposals of electronic records?

My outlook email has folders to which I assign retention policies.  The contents of the folder automatically get deleted according to the retention policy of the folder.
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