Gary,
I agree with Pilar.  An RRS is a policy document that is only beneficial if
it is implemented as a business process.   I've added some quick notes for
you to consider.

​The Purpose of a Records Retention Schedule:

At Ground Level:

·       Tells staff how long to retain their records.  Provides the
approved records retention requirement for retaining and disposing of their
records.

At 5,000 feet:

·       Ensures that records are retained for as long as they are needed

for operational purposes.
·       Ensures that records are retained for as long as needed for audit,
litigation, and investigation windows, as well as contractual obligations.
·       Ensures that records are retained for the periods as required by

any government regulations that apply to them.
·       Ensures that records are retained no longer than needed for all of
the above-stated purposes.

The RRS does not ensure anything.  But it should state that the records
retention requirements are the result of identifying the business needs to
meet operational, fiscal, legal/regulatory and historical purposes; has
been approved by XXX; and allows for HOLDS to meet the needs of litigation,
investigations and audit requirements.  The RRS also provides the basis for
implementing disposal.

 At 10,000 feet:

·       Shows that the organization destroys its records systematically as
part of its normal course of business, providing legal cover in audits,
litigation, and investigations.

The RRS is an approved policy document that provides authorization for
disposal of records.  Only the documentation disposal activities will show
that an organization destroys systematically.

 At 20,000 feet:

·       Reduces cost.
·       Reduces risk.
·       Helps protect your assets and reputation.

​The RRS does not reduce cost/risk or protect assets and reputation.  But
implementing the RRS on a systematic basis will result in reduced
costs/risk.​

Mary

Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
[log in to unmask]
865-983-1371


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