On Thu, Mar 27, 2008 at 12:09 PM, Vednere, Ganesh <
[log in to unmask]> wrote:

> We have a centralized records repository to manage and retain electronic
> records. These records are ingested from a variety of sources and
> categorized into the appropriate file plan structure. Some of these records
> have a retention period that is "ACT+" (e.g. ACT+6).  In order for us to
> start the retention clock, we need to tell the records repository that the
> record has completed its active life and hence start the clock.
>

This is why I don't like the retention periods that use "ACT + X". ACT could
be one day, one month, one year or n+years. Defining ACT becomes very
difficult. I think it is better to try and find some trigger event within an
a business process that the e-repository likes. EXP, TERM, Approved,
anything that is a definite action that can be built into the system. this
would greatly relieve the problem of manually telling the system when to
start the retention clock ticking.
Another way would be to consider ACT = current year. If you go back to the
old old paper days, you'll find that some records such as AP or AR were
considered active for the current year. The retention period started at the
end of the year since they were no longer active.

What you will need to do is to reexamine your retention schedules and ask
yourself "why is the retention period for this record ACT+X? When does the
record become inactive and what makes it inactive?" Once you do that you can
replace your ACT+X retention period with a more practical retention period
that is also more system and process friendly

just my thoughts over a bowl of soup


-- 
Peter Kurilecz CRM CA
[log in to unmask]
Richmond, Va

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