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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