This sounds similar to how we manage the destruction process.  The department is provided the list of inactive records both hardcopy and electronic with a request if they know a legal/compelling reason the records must be held beyond the published retention schedule time.  If so, provide the reason, and it will be reviewed by corporate attorneys.  The list of records for destruction is also reviewed by corporate attorneys -- as they have the information of what current legal holds should apply.  If no reply is received from the department by the requested date (3 weeks out), I make an appointment to review the list personally. All goes smoothly, and destructions are approved and ready for destruction on the first day they mature for destruction.  As we do this process annually only, everyone knows to expect their list in May each year.  

Lee Watt, CRM, CIP
Corporate Records Management Office
Vail Resorts Management Company
Phone: 303-404-6450
www.vailresorts.com
2012 Corporate Counsel Magazine-2012 Best Legal Department Finalist
VAILRESORTS(r)
EXPERIENCE OF A LIFETIME

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Glen Sanderson
Sent: Tuesday, August 06, 2013 2:14 PM
To: [log in to unmask]
Subject: Signing off on records destruction prior to destruction

We all(Most of us) know the drill
1-You get a list of boxes eligible for destruction 2-you get business to sign off on destruction 3-you wait, you wait some more. 
4-you send another email
5-Finally you get a response usually we need these another year.

Anyway a thought crossed my mind.
Why not have pre approval for destruction.  
When you get a box to send off site you have them pre authorize the destruction based on the current retention schedule Your outs are 1-If the schedule changes the system would reflect that 2-IF there are legal holds you can still hold the box then when the hold is lifted it could be destroyed.
3-If there are no issues the box gets destroyed.

Anyway just had a few minutes to think about this and was wondering if anyone is doing this, has thought of it or does everything work perfectly?


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