Good Morning Todd,
I would keep forms separate from your retention schedule. The one caveat to
that is that forms should be added to a space that is easily accessible
such as an internal shared drive or cross functional electronic document
records management system (EDRMS). I would list the forms under the
function that they support but, again, make them as accessible as possible
across the departments in your organization.
Hope this helps! Happy Holidays!
Best,
Alexander Campbell, M.S.
Records Analyst
Dewey & LeBoeuf LLP
On Wed, Dec 7, 2011 at 10:02 AM, Todd Johnson <[log in to unmask]> wrote:
> Good Morning,
>
> We have a list of 100+ numbered, operational forms which are often used by
> multiple groups (i.e. Corrosion, Measurement, Pipeline Compliance, OSHA
> Safety, etc.). All forms are currently accounted for through a forms matrix
> which contains information about who the responsible office is for
> retention,
> where and how long they should be retained, etc. In building our Retention
> Schedule, I would like to list these forms under the function they
> support. I
> would also like to keep the forms matrix as it is a handy tool and directly
> connected to our O&M manual. I guess I’m curious to know how other
> companies handle operational forms that cross functional lines. Do you
> only list
> them under the function they support, do you list them separately on a type
> of forms matrix, or do you manage a hybrid structure?
> Any insight is appreciated.
> Happy Holidays!
>
> Todd Johnson, CRM, ERMm
> Manager - Records & Information Management
> Southern Star Central Gas Pipeline
> Direct: (270) 852-4512
> [log in to unmask]
>
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