Hello,
I am in a ERP department which includes GIS, etc. As it relates to architecture-engineering-construction records, I have not come across a law that requires records to be destroyed at a certain time, most retention periods are minimum times. If you choose to keep records longer or forever, you run into cost and liability. These cost can be significant. ie, keep all you emails records forever? Plus courts are much more supportive to companies that have record policies, procedures, retention and destruction rules and can prove they abide by this records process. Also a company that keep records forever seem to include convenience, duplicates copies forever. Good luck finding something for FOIA, legal searches and holds. And what about historical records, which now includes everything. Tell you CEO to rethink that.
Robert
Dr. Robert L. Bailey, CRM, MIT, ECMp, IGP
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________________________________
From: Records Management Program <[log in to unmask]> on behalf of Katrina Royce-Malmgren <[log in to unmask]>
Sent: Wednesday, January 11, 2017 12:41:45 PM
To: [log in to unmask]
Subject: Re: Records Destruction
Gary:
Thanks for asking!
We are an architecture-engineering-construction company with offices in WI,
IL, IA, MN, and two new small offices in TX and GA.
We have HP TRIM software and we are upgrading to HP Content Manager. I am
a new employee who is replacing the previous records manager who had a very
difficult personality and most people in this 300-person company have
resisted her attempts to implement records management processes. She also
created processes which were too manual and not sustainable (for example,
she gave only 5 people access to create records and upload PDF final
deliverables into HP TRIM - that resulted in THOUSANDS of records never
being added into the records management system - and everyone creating
their own file management within share drives and paper files).
My manager, the IT director, got this radical idea that maybe we don't need
HP records management software - and maybe we don't need a retention
schedule. He has asked me to research and try to "pole holes" in his
radical idea.
Thanks,
Katrina
On Wed, Jan 11, 2017 at 12:04 PM, Link, Gary <[log in to unmask]> wrote:
> <<
> I work for an engineering consulting company and I was asked to research
> whether there are any laws which REQUIRE destruction of records - or
> whether our company could choose to keep all records indefinitely for
> convenience purposes? From my research, I understand that records
> containing PII must be destroyed. Could anyone comment on the idea of
> keeping the majority of our records (reports, design and plan sets, specs,
> etc.) indefinitely? Would there be any harm in doing so? Thanks!
> >>
>
> Katrina - what does your firm design?
>
> Gary
>
>
>
>
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