I think the database idea is great! I've been keeping copies of the
emails that initiated an addition or change to record class codes, but I
really like that idea of a central repository for all changes.
Thanks to everyone who responded...I appreciate the feedback!
Kelly Hamilton
Records Specialist
Safeway, Inc.
20427 North 27th Avenue
MS-7011
Phoenix, AZ 85027
623.869.3848 Tel
623.869.6175 Fax
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Charmaine Brooks
Sent: Wednesday, June 06, 2007 10:22 PM
To: [log in to unmask]
Subject: Re: RAINdrip: Is information governance electronic??
Kelly,
With the complexity of your five records retention schedules I would
think a change management process would be useful. Starting with a base
retention schedule track the changes made noting the reason and
effective date(s) for the change.
Tracking the changes will provide a history of what the rules were for
any particular point in time and provide documentation for the changes.
This could be relevant during litigation if there are questions about
why the retention changed for specific records during certain time
frames.
The format of your retention schedules and your skills or available
reaourses for the various office applications will determine how you
track the changes. A database is ideal for tracking the changes,
notations, approvals, etc... and a report can be printed or published
with the current, active, and approved records series as needed.
As to needing a Record Series for the retention of the Retention
Schedules you could do that or include the retention in the Policy that
governs the development and management of your organization's Records
Retention Schedules.
I would recommend that the changes to the Retention Schedule be
retained as long as they are material to the records, that is as long as
any records governed by the retention schedule change are retained.
Best regards,
Charmaine Brooks, CRM ERMm
IMERGE Consulting, Inc.
(208) 343-1904
www.imergeconsulting.com
I missed this the first time, and then I read the portion of Larry's
posting (included above), which said that the RRS should be declared as
a record. Does that mean that:
(a) a retention period needs to be assigned to the retention schedule,
and
(b) do I need to save each version of the retention schedule before I
make any changes to it?
I know that I'm adding or changing something to one of our 5 retention
schedules every week or so, so do I need to make the change, and then
save a new copy of the schedule to preserve a history of the changes?
Thanks!
Kelly Hamilton
Records Specialist
Safeway Inc.
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