The Records Management program at my company is still in the very early 
stages of development.  I have a situation where accounting records from 
2004 are becoming semi-active and will be stored on the premises.  Those 
prior to 2004 will be moved to offsite storage.  I am not sure what 
retention period to assign to some of these files. 

Our management provides medical reimbursement for out-of-pocket expenses 
and those not covered by insurance, i.e, dental and some eye care.  The 
accounting department has been filing those reimbursements in the same 
folder as travel expense reimbursements.  The medical is on the left side 
and the travel is on the right. 

I need to assign retention period to the expense files that are being 
relocated, but am not sure how long to keep these files. 

I am also concerned about having medical information, some of which might 
be considered confidential, in the same file as travel.  Before I 
"suggest" that the information be filed separately, I would like to get 
some input from the listserv folks.  I am sure the accounting people are 
not going to be happy with the idea that they need to make extra files. 
They view employee expense reimbursement as one category.

I have not yet had any training in file classification, so I am on shaky 
ground.

Please share your opinions and advice with me re:  (a)  retention period 
for existing "mixed" files, and (b) attempting to change file set up.

Thank you,


Diane Dodge
Total Resource Management, Inc.
510 King Street, Suite 300
Alexandria, VA  22314
Ph:    (703) 548-4285
Fax:  (703) 548-3641
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