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We are a manufacturing corporation of mining materials and products. So, we have an Environmental, Health and Safety dept that must monitor chemicals and metal agents, etc., an innovation lab, and a metallurgy lab in addition to the normal corporate departments.
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For federal laws in those areas, you can use the cCFR (electronic Code of Federal Regulations). You will also have to research the state regs in the states in which you operate.

Here are the the "values" that need to be addressed and documented when developing your retention for each record series:

1. Operational Need - how long to the staff who use the records need them to do their job, and then a reference period afterward.
2. Fiscal Need: do the records document the movement of money; audited by state revenue dept or IRS; tax requirements.
3. Legal - Regulatory - already discussed.
4. Legal - Contractual - do any contracts (usually with a gov't) require a retention of the records?
5. Legal - Corporate documents - incorporation, by-laws, etc,
6. Legal - litigation - Would the records be needed for potential litigation? Do any statutes of limitations or statutes of repose apply to your functions? These are not records retention requirements, but set a maximum window of time in which a civil case or criminal investigation can commence after an action.
4. Historical - do the records document the high-level history of your company?

So you can create a form that has/checks off each of these, details any that apply, and then provides the retention need or requirement for each. Then you take the longest retention need or requirement of these values for each series, and that is your retention period.

Gary



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