We don't do this in the ERMS... only with paper source records.

We are in the process of establishing the process for the ERMS and it will
be similar, but with key differences:

Operating Groups will still be the owner of the information
RM will not be the custodian of the information
IT will be the custodian
RM will "pulse" the system monthly for destruction notices
RM will provide notification of the record series meeting retention to the
owners
Owners will acknowledge receipt and release for destruction
      (consideration being given here to how long they will be allowed to
respond)
RM will perform destruction
IT will delete records in next update cycle
IT will maintain metadata for 5 years after destruction
IT will then delete metadata

YES, there are a large volume of records.
YES it will be time consuming.
NO we don't know exactly how it will work.


Larry
[log in to unmask]


On Wed, Aug 7, 2013 at 12:51 PM, [log in to unmask] <
[log in to unmask]> wrote:

> Doing it Larry's way, which I totally agree with, is difficult if not
> impossible for some ERM systems.
>
> Sent from my Verizon Wireless 4G LTE DROID
>
> Larry Medina <[log in to unmask]> wrote:
>
> >Something for consideration here and it's a key factor that comes into
> play
> >for us as the Records Management Program.
> >
> >While we set and write the policy and procedures and manage the retention
> >schedule, when it comes to running the Records Center, we are a SERVICE
> >PROVIDER. At no time in the life cycle do the records belong to us- we
> only
> >provide space for storage of the information assets that belong to our
> >client organizations.
> >
> >Seeing as we aren't the owners, we don't have the right to simply dispose
> >of them because the retention has been met. And no, we don't see it as our
> >"duty" or "responsibility" to automatically do this- we see our
> >responsibility being the notification to organizations that records THEY
> >OWN being close to meeting their retention period and requesting them to
> >provide approval for the destruction, by returning a written
> >acknowledgement.
> >
> >We provide first notice 30 days in advance, follow up 30 days later and
> >once more 30 days later, if we haven't received a response, we elevate the
> >notification to someone who will ensure we receive a reply.... because we
> >tell them if we don't get a response in 14 days, we will deliver the
> >records to their office for their further handling.
> >
> >I've never felt that just because we have an approved retention schedule
> it
> >gives us the "authority" to discard records entrusted to our care.
> >Organizations restructure, business issues and priorities change and
> >although Federal records *DO* have a pretty clearly prescribed retention
> >schedule, it is a MINIMUM retention period... many times there are
> business
> >needs that could exceed those required retention periods.  We calculate
> >these into the scheduled retention period, and we review the schedule
> every
> >6 months for changes from NARA or our parent Agency, and every two years
> >with business organizations, but that doesn't carve anything in stone.
> >
> >To put this on a more personal level, think about the stories you
> routinely
> >read about people who collected baseball cards opr comic books as a kid
> and
> >20 years after they moved out, they go home and ask their parent "Whatever
> >happened to that cigar box/shoebox of baseball cards I had?" or "Do you
> >know where my box of comic books is?" and they're told "Oh Honey, I threw
> >that junk out about 2 years after you moved out!"....  They had no idea of
> >the intrinsic or historic (potential) value of those "records" and because
> >they had custody, they felt they could simply discard them without asking
> >the owner.
> >
> >Maybe it's because my parents never did this to me that I don't do this to
> >my client's records.
> >
> >Larry
> >[log in to unmask]
> >
> >--
> >*Lawrence J. Medina
> >Danville, CA
> >RIM Professional since 1972*
> >
> >List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> >Contact [log in to unmask] for assistance
> >To unsubscribe from this list, click the below link. If not already
> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
> message.
> >mailto:[log in to unmask]
> >
>



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

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