I had considered not having an office of record at all, but I believe in some shape or form I do need to indicate which department is ultimately responsible for the record. We do have a few types of documents where every executive gets their own copy, or multiple departments are on the distribution. I don't want a situation where everyone sends their copy to storage because no one knows whose should be kept. 

Plus each department may keep their copy of a record in a different filing scheme. I want to be able to search for it later by knowing if it is "this", then it will be in a folder called "that." The official copy will be kept in that manner and other convenience copies may be kept in the way that is most efficient for the context in which the document was used. The searching for documents by and large will be done at the division level. I, personally, don't need to know which department they have designated, but the local records coordinator needs to know. 

We do have a few series that MUST be a particular department, usually something that must be kept at the corporate office, in which case we preface the department by a "C." But for some, it doesn't really matter which department, just that one is designated. One suggestion was to just say "Generating Department." Or perhaps I could put a common department and then add "Local OR, if different: ______________________." I want the divisions to decide and actually have it written down rather than the local records coordinator just **knowing** what it is. Our RC's do that job in addition to their regular duties, so they come and go. 


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Nolene Sherman, Dir Records Management
Standard Pacific Homes * 949.727.9360 * 949.379.3379 Fax * [log in to unmask]
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-----Original Message-----
Is it necessary to list an "Office of Record" at all? 

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