In your case, Robert... you have an option.

You can transfer custody of those files to DOE and have them stored at an
FRC at some point after the employee separates form your employment.  If
you choose to, you can maintain a copy for your further use, but unless
your state law mandates it, you don't have to do that.  And in the future,
if you need access to those files, your organization can request it through
DOE or directly through the FRC, if you physically transferred them
yourselves.

The obligation to retain is based on a Federal requirement, not your own.
The records are likely subject to the EPI Moratorium in place by DOE as
well, which means DOE has to pay for storage at the FRC once required
retention periods have been met for any records subject to the moratorium.
Because the retention for OPFs is  "75 years after separation form
employment", few of these will qualify for that, unless you transfer
custody of them to DOE.

Larry
[log in to unmask]

On Thu, Oct 25, 2012 at 7:24 AM, Seibolt, Robert <[log in to unmask]>wrote:

> Nolene asked "I'm curious to know how other companies have scheduled
> retirement-related records and what the thinking is behind their choice."
>
> I couldn't resist jumping in on one of my favorite topics.  We have a
> contract DOE site with employee traffic between our main facility and the
> DOE lab. The retention for contractor personnel files is 75 years after
> termination. We have that for everyone instead of trying to figure who has
> and has not worked/visited the site over the years.
>
> Yes, it's expensive to maintain records for a long time. You do what you
> can within your resources. You index, identify, migrate, backup, duplicate,
> and so forth. You make a good faith effort to maintain the records and
> information for as long as you can as well as you can. If some misfortune
> occurs as it will eventually, you document what happened and move on.
>
> Rob Seibolt, CRM
> Supervisor-Records Management
> 816-360-5480
>
> http://www.mriglobal.org
>
>

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

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