I have read the other responses to this question and have recognized the
acceptable standards of the R/M signature, the originator's signature, and a
signoff from the legal department.  What I haven't seen is a reference to
the ruling principle involved in records destruction.
        That is: The records retention creation stage is the opportunity to define
all retention requirements for a record series including operational needs.
Once the final retention has been approved, then records destruction should
be 'automatic' except for the determination of records that need to be
retained for litigation reasons (input from the legal department and the
originator).
        Any other reasons for deviation from the apporved destruction schedule
could be viewed by the courts as evidence of a management approved system
that will allow for the arbitrary destruction of documents.
        Changes can be made to the retention schedule but they require the formal
approval of senior management (and not during a litigation process).
        Any other comments on this concern?

Sam McCollum

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Les M. Buchanan
Sent: May 18, 2001 11:00 AM
To: [log in to unmask]
Subject: Signatures Required for Records Destruction


In order for documents to be destroyed, we currently require four
signatures...originating department Supervisor, department Manager, the
Corporate Officer to whom the Manager reports, and the Corporate
Secretary(or designee).
I believe this is overkill and would like to hear what the requirements are
at your company/institute, etc.

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