Katy, you are experiencing what many of us have experienced these recent
years.

Several years ago, our state revised and updated our over 8,000 retention
schedules to less than 700 through a 'classification by function' process.
A significant part of this process came down to the fact we were embarking
on a journey that was literally *a 180 degree culture change*!  And that
journey continues...........

We 'thoroughly re-looked and re-evaluated' what was 'permanent', what was
'long term', and what was 'short term'.  In many cases what had been
permanent for years and years was no longer permanent!  Example-our state
building plans had been permanent (one would think if nothing else-the old
ones would be of enduring historic value).  State building plans are now
'LOA - 10'. Which is retain for 10 years after the 'Life Of Asset' is
complete, then destroy.  'Archival review' is accomplished prior to final
approval for destruction.  Also, in our state, contracts are by 'statute',
a 10 year record. They must be retained for 10 years after completion,
expiration, and/or breach of, then destroy.

Understanding change requires each of us to reach further within our
profession as well as to reach out with those we work so closely.  Change
can effect and be effected by statute, code, rules, policy, procedure,
process, and evaluation to mention just a few!  Then of course there's the
ever increasing issue of storage (physical or digital), cost of storage,
and budgets.

Identifying value and equal ground with change can indeed seem daunting...
There isn't always 100% agreement between records and information managers,
historians, and archivists - and I suspect that won't change.  Bottom line:
Professional communication and dialogue must be a constant for
understanding and continuity to help us all work with and through change.

Hopefully you can get everyone involved to sit down, go over these changes,
and get everyone on the same page (... or at least on facing pages).  You
may not agree with each other, but it would certainly be an opportunity for
everyone to open communications.

My best to you,
Pat Newbern









On Thu, Jul 6, 2017 at 1:22 PM, Kathryn Johnson <[log in to unmask]
> wrote:

> Hello all,
>
> Has anyone heard of/had experience with removing the "historical"
> designation from records?  I'm curious to know if this is a common
> occurrence or typically not done.  I have a county department that
> originally marked a group of contract case file records as historical years
> ago and is now wanting to downgrade them to the standard contract case
> file, which would reduce the retention from permanent to 6 years, making
> them eligible for destruction now.  They don't have concrete criteria that
> they use when determining what makes a case "historical" and they don't
> give any reasoning for removing that designation now other than "we were
> mistaken and it should never have been marked as historical to begin with".
>
> Given that it is the record creator's responsibility to mark it with the
> correct classification and sub-classification, logically, I should take
> their word when they say it should be changed.  However, I know they are
> actively trying to reduce their physical footprint - they've made it known
> they want to destroy whatever they can - they are not requesting to scan
> and keep these records digitally either, they just want to get rid of
> them.  So I am hesitant to approve the change.
>
> We've never had a change request like this before and I'll be speaking
> with them in more depth to hopefully get some specifics as to why they
> think it should not be historical, but again, I'm curious to know if any of
> you have had this happen or what your thoughts might be.
>
> Any input is greatly appreciated!
>
> Thank you!
>
> Katy Johnson | Records and Information Manager
> Records Management
>
> Jefferson County
> 3500 Illinois St.
> Suite 2500
> Golden, CO  80401
> o 303.271.8451
> [log in to unmask]
>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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>



-- 
*Pat Newbern*
*Governmental Records Analyst*
*Records Management Unit*
*Wyoming State Archives*
*2301 Central Ave. -  1st Floor/Room 173*
*Cheyenne, WY 82002*

*Life is a journey... NOT a guided tour*
*E-mail: [log in to unmask] <[log in to unmask]>*
*(307) 777-8907 work*
*(307) 286-6350 cell*
*(307) 777-7044 fax*
*http://wyoarchives.state.wy.us/ <http://wyoarchives.state.wy.us/>*

-- 

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