Nolene:
Being able to prove records were destroyed in accordance with an existing policy is at the heart of many legal cases these days.  If it is not policy then how do you prove trustworthiness of your RM program?  And records program trustworthiness is mentioned time and again in law suits.  We require folks to sign off on a notice of destruction if we are destroying paper from storage and we require an email request to follow the retention schedule and destroy/delete if the user is destroying paper or electronic records.  We require a high level listing of what's being destroyed or deleted (at the records series level as Kurt responded).  We keep a log of what's been destroyed/deleted, partly because we must report the info to the State and mostly because it covers our behind in a legal  (and FOIA) situation.  It is all part of our destruction policy which has been approved by the City Attorney.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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