I've had the same issue - as a county government, I deal with many
records based on child abuse/child neglect. We not only have to base
our retention on the age of the child involved, but on the age of the
youngest child in the household. My plan (this is still in the planning
stages, mind you) is to have that birth date filled in as an "event
date" in our RIM software (Versatile Enterprise from Zasio) at the time
the file is created. For files without a known birth date, as you said,
you simply have to base the start of the retention period at the actual
event date.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kelly Hamilton
Sent: Monday, June 11, 2007 12:44 PM
To: [log in to unmask]
Subject: Records class code involving minors
Hello! We have a situation regarding the destruction date of records
that are based on the age of a minor, and we wanted the input from
others on the listserv on how they may handle this type of situation.
The problem is this: We have liability claims that involve minors.
They have to be kept 21 years from the minor's date of birth, regardless
of the date of the claim, unless we don't know anything at all about the
age of the minor, in which case the records have to be kept 21 years
from the date of the claim (because that's the longest it would be
anyway). We don't have a 'trigger date' that would trigger a
destruction date, like keeping a record 10 years from an employee's
termination, or 10 years after the expiration of a contract. Assigning
a retention formula to the record class code in our software, therefore,
can't happen, because I can't tell the computer '21 years from the
minor's date of birth'...it doesn't know what that date is.
What are other people doing to handle a problem such as this?
Kelly Hamilton
Records Specialist
Safeway, Inc.
20427 North 27th Avenue
MS-7011
Phoenix, AZ 85027
623.869.3848 Tel
623.869.6175 Fax
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