I am working on a computer program (in-house) and I have a question about
how various computer applications (and their code) handle retention values.
(Note: Before anyone jumps in suggesting we use an off-the-shelf package,
it is not a possible solution in this currently situation for a number of
reasons I won't go into here.)
We currently have an in-house computer program written for our AS/400 (in
RPG) that manages boxes in our records center (we store inactive records by
box for other state agencies). Retention values are manually keyed in for
each shipment when they arrive. I am writing a program that will
computerize agency retention schedules and automate their tie in to the
My question is how do other applications store retention values? Is it in
years, months, days, hours etc... The AS/400 has some powerful duration
calculating capabilities that may be useful. My boss (the IT Director) has
suggested days and I am personally leaning to months or years (rounding up
to the next year in cases of partial years). I am curious to see how other
"off the shelf" or "in-house" packages handle this.
Currently our paper forms allow agencies to select whatever duration they
need in three columns: In Office, In Storage and Total Retention. We also
have a column for remarks that allow them to indicate regulations, etc.
The schedule program will address both agencies who do and do not store
records with us. Any thoughts or information you can provide would be helpful.
Thanks in advance!
Carrie A. Fager, CRM
La. Secretary of State
3851 Essen Ln.
Baton Rouge, LA 70809
[log in to unmask]