Well put.

Mark MacFarlane

On Friday, July 8, 2016, RIMMAN <[log in to unmask]> wrote:

> Another classic "it depends" question.
>
> GENERALLY, a Policy is a high level, internally generated, guidance
> document.  It's designed to establish how an organization will achieve
> certain things, typically, compliance with requirements that may be placed
> on them by external laws, statutes or regulations, or in some cases,
> contractual obligations.
>
> It's not uncommon (in the case of an RM or RIM Policy) that Otis a very
> bare bones short document, approved at the highest level of an
> organization.  In many cases, the policy provides citations to guidance
> documents as references and also lists lower level companion documents
> (program descriptions and org charts, procedures, RRS and/or RIDS) that
> give more direct guidance.  These documents are typically approved at lower
> levels, and are more 'fluid' in nature, being revised and modified to suit
> staff and organizational changes to staffing and roles and responsibilities
> of those performing the work.
>
> The RRS is a "product", based on performing an inventory of
> information/records generated, or received, a function of business. Once
> this has been completed, the business needs of the items are evaluated, and
> research is performed to determine what requirements may exist to retain
> the information for any specific minimum periods of time.  These
> requirements and business needs are reviewed, and an RRS (typically
> functional, but sometimes organizational) is developed, establishing the
> retention period and disposition authority (if any).  In many cases, the
> 'finished product' receives legal review, and it is published and anyone
> responsible for managing information/records is trained on how to apply it.
>
> For the RRS to remain of use, it should be reviewed periodically (annually
> is common) to see if changes to retention periods are needed, or if items
> need to be added or deleted from the RRS.
>
> So from my opinion, the RRS is a component of the policy, but in and of
> itself, it is not a policy, it's a process/procedure document.
>
> Larry
> [log in to unmask] <javascript:;>
>
> Sent from MY iPhoneSeís
>
> > On Jul 8, 2016, at 10:49 AM, Brett Wise <[log in to unmask] <javascript:;>>
> wrote:
> >
> > Hi everyone, so I had assumed I knew the answer to the following
> question until I did some research on it and found several different
> sources that contradicted each other.
> >
> > The question - Is a Records Retention Schedule (RRS) a policy?  If so,
> how do the business users know how to apply the RRS (i.e., shouldn't a
> policy be able to stand on its own?)?
> >
> > OR, is the RRS a corporate document that is governed by a RIM/Retention
> Policy?
> >
> > OR, is the RRS a policy that is governed by a RIM/Retention Policy?
> >
> > OR, is there some other terminology/system that define the nature of a
> RRS?
> >
> > I have looked at multiple "authoritative" resources, and they all seem
> to differ in some manner.
> >
> > Thanks for any input - this is more of a question of curiosity as to the
> experts' opinions on the Listserv at this point.
> >
> >
> > -          Brett
> >
> > Brett Wise CRM, CIPP/US, IGP, CIP | American Board of Pediatrics
> > Director of Records & Information Management
> > 111 Silver Cedar Court
> > Chapel Hill, NC 27514
> > [log in to unmask] <javascript:;>
> >
> >
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-- 
- Mark-

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