<i'm on the short bus today. when you say "at the time of destruction" do you mean at the time it first became eligible for destruction?>

Our policy is to destroy/delete based on the retention in place at the time it is actually destroyed/deleted. If records are not destroyed/deleted on time, then they take on the new retention, since they exist and the metadata/log should show that the retention applied was the one in place at the time of destruction.  If a retention is revised to a longer time period during the life of the records, then destroying/deleting them based on the old, shorter retention will create legal issues.  (Trying to keep lengthy explanations about why something was destroyed/deleted earlier than allowed by retention just creates more work and more explanations should it be questioned.)  If records were held from destruction/deletion for some reason and the retention changed during the hold, then the current retention at time of release from hold is what we would use.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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