On Thu, Jan 21, 2016 at 7:15 AM, Alfaro, Vladimir <[log in to unmask]
> wrote:

> Our RRS for the U.S. office was first created and approved in 2003.  It
> was then updated in 2013.  In 2014, we incorporated in our RRS our European
> operations, thereby creating a global RRS.  We are now in the process of
> performing the research for our South American operations.  In the coming
> years, we will continue to expand our RRS to include Mexico, China and
> India.
>
> The Question is- how often should the RRS be updated and what is best
> practice?
>


Reading all the responses here is another perfect example of "It Depends"
or, as I've cited many times...
http://www.noogenesis.com/pineapple/blind_men_elephant.html

What's most important is that you have stated in your policy and/or
procedures what YOUR ORGANIZATION will do (as a minimum) and that you
remain consistent with that.  If your program is audited, you need to
demonstrate that you are following your documented procedures.

So, if you have a statement in your policy similar to:

"Review retention schedule annually; update schedule as necessary."

And, if you have a companion action in your procedures similar to:

"Review existing retention schedule against cited disposition authorities
in locations where applicable to determine if any changes have occurred.
Evaluate retention periods to (at minimum) meet required periods, along
with any know business needs that may exceed those with legal and user
population.  Revise schedule and add/remove items accordingly."

Then you should be covered.

We evaluate our schedule when we are informed our cited authorities have
changed, do a major review every two years, and work with our user
population regularly to:

adjust descriptions,
add/remove examples, and
where deemed necessary add instructions to retain for business needs to
exceed minimum retention periods.

-- 
Larry
[log in to unmask]



*----Lawrence J. MedinaDanville, CARIM Professional since 1972*

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