Disparate retention periods for the same record type is easily understood if the workflow analysis shows that a given office is the creator and bears more responsibility for the record (office of record assignment), and other offices have secondary or redundant copies and bear little or no responsibility for the information in the record. So, you could easily and routinely have a "permanent" classification for one office, and "dispose of at will" for secondary or redundant copies.
This is not a problem, but an ordered response to either an archival appraisal of value in the records that may not be immediately obvious, or a decision based on knowledge of varying responsibilities in the various offices for the same information. A workflow analyses can partially explain these discrepancies.
Elizabeth
A.S. Elizabeth Fairfax, MA,CA
ACA Certified Archivist/Public Records Professional
Island County Archives, Records and Information Management Program
P.O. Box 5000
1 NE 7th Street
Coupeville, WA 98239
E-Mail: [log in to unmask]
phone: 360-240-5569
fax: 360-240-5553
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Nancy Ur
Sent: Tuesday, November 08, 2011 7:31 AM
To: [log in to unmask]
Subject: Re: [RM] Work process analysis vs. Records inventory
Although I don't post often, I'm currently addressing a similar issue of
work process analysis v. records inventory. I agree with Ginny. While
getting a RRS together, it is helpful to discuss the departmental work
flow, especially if your corporation has several previously autonomous
companies who had been "doing their own thing" for years. I've found
redundancy in both paper based and electronic records collections,
sometimes with disparate retentions (for the same record type) or the
dreaded "perm" tag.. So while trying to create a slightly more granular
RRS so folks in the user departments can better understand what they have,
who else uses the same record and where it falls in the scheme of things
retention wise, having the work flow analysis can be really helpful in
unearthing some really good opportunities to save some storage dollars and
reduce risk. Yes, it takes more time/resources/patience. I guess you have
to find the right balance point between the two tasks for your particular
company's situation.
Nancy K. Ur
Corporate Records Manager
Chubb & Son, a division of Federal Insurance Company
General Counsel/WTO+1
15 Mountain View Road
Warren, N.J. 07059
Phone: 908-903-3436
Fax: 908-903-3820
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