There seems to be a bit of confusion here between the purpose of an RRS
"Records Retention Schedule" and a RIDS "Records and Disposition Schedule"
http://energy.gov/sites/prod/files/cioprod/documents/1324-10.pdf

On a RIDS, you list things like copies, who has them, what they are used
for, and the disposition instructions specific to them.  In an RRS you list
the required retention for the "official" or "master" record, but not
copies which are typically used for reference only and their retention is
up to, but not beyond that stated in the RRS.

The other thing to note is this discussion has mentioned "functional"
schedules and both 'functional' and 'organizational' processes and
practices.  It's not uncommon for an inventory to unearth records of common
use in multiple organizational areas that serve independent functions- an
example might be a purchase order, which may have a 6 or 7 year retention
requirement for fiscal purposes, but in operations, may be needed for up to
25 years to show date of purchase for equipment warranty purposes. In this
case, the PO kept in operations should be marked "reference only" and/or
otherwise indicated as an unofficial on non-record copy to avoid any
confusion.


Larry

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On Wed, Dec 7, 2011 at 7:02 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
>
>


-- 
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

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