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Subject: Re: Records Destruction Authorization Procedures
From: Steven Morgan <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Thu, 23 Oct 2003 16:17:39 -0700
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I know what you mean. Been there, done that. It just scares me a little that I have known people, in the past, that thought it was too much hassle. Again, it's refreshing to hear people doing it correctly.

-----Original Message-----
From: Nolene Sherman [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 4:14 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


As far as how they were authorized prior, I ran a report for those files
up for destruction that were indexed and attached a typed list of record
series and dates for those that are not indexed. The powers that be sign
off on that list. After I input the files I run a report of the
individual files to attach to the original authorization.

Nolene Sherman
Records Manager - CJ Segerstrom & Sons
[log in to unmask]




-----Original Message-----
From: Steven Morgan [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 4:02 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


I think there are so many people, out there, that do it that way. As you
said, for several reasons it does make it easier.

Steven

-----Original Message-----
From: Nolene Sherman [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 3:58 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


Funny you should say that, because that is exactly what I am doing right
at this moment. The files are waiting to be destroyed and I am inputting
the file info into my RIM program so that I can show that it has been
destroyed. For various reasons, I don't input these groups of files at
creation, only at the time of destruction. I backdate the "From" and
"To" dates and let the program calculate the destruction for
verification. If the date comes up other than what I expect, I can
investigate and see where the discrepancy is.

Nolene Sherman
Records Manager - CJ Segerstrom & Sons [log in to unmask]




-----Original Message-----
From: Steven Morgan [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 3:45 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


Terry

I hate to say it but, everything should be indexed and put into your
system before destruction. That's definitive proof that the record
existed, in the first place, plus it shows that you are following your
retention schedule. I have seen court cases when the judge called a
company's retention schedule a sham and he went further to say that it
appeared to him that the company was selectively destroying records.

Steven

-----Original Message-----
From: King, Terry L [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 3:32 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


Steven,

Thank you for that, I agree and that's the way we need to go.  But what
about the records that reside in offices around the country, that don't
get input into our records tracking system?

Terry L. King, MIT
Corporate Records/Information Manager
Qwest Corporate Compliance/Risk Management

"I facilitate change. I protect vital assets. I ensure compliance. I
reduce risk. I manage information. I am a Records and Information
Manager".


Only the named recipient(s) should read this e-mail.  It may contain
privileged or confidential information.  If you are not a named
recipient or you received this e-mail by mistake, please notify me
immediately by reply e-mail and delete this message.



-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Steven Morgan
Sent: Thursday, October 23, 2003 4:29 PM
To: [log in to unmask]
Subject: Re: Records Destruction Authorization Procedures


Terry

If you have the records indexed you could just run a report for those
files that are up for destruction. If you have decent RM software, there
should be a report you can run. Then, give each section of the report to
the department head and have them sign off on the destruction. Keep that
report after the destruction to prove that you indeed destroy said
records. This would be the simplest way.

Steven
-----Original Message-----
From: King, Terry L [mailto:[log in to unmask]]
Sent: Thursday, October 23, 2003 3:17 PM
To: [log in to unmask]
Subject: Records Destruction Authorization Procedures


Good Afternoon All,

The company I work for has some 53,000 employees across the nation.  I
am revamping the RIM Policies and Procedures.  In doing so, I have
recommended that expired records not subject to legal holds or tax holds
should be reviewed by Tax, Compliance, Legal and myself before they are
destroyed.  A certificate of destruction should then be issued. I
understand that this is "best practice". However,  I am getting a lot of
push back from upper management on this.

How do other large companies handle this process? It would seem that
there must be variations on this process from company to company. Any
information would be greatly appreciated.  You can respond to me
directly if you like.  [log in to unmask]

Thank you,

Terry L. King, MIT
Corporate Records/Information Manager
Qwest Corporate Compliance/Risk Management

"I facilitate change. I protect vital assets. I ensure compliance. I
reduce risk. I manage information. I am a Records and Information
Manager".


Only the named recipient(s) should read this e-mail.  It may contain
privileged or confidential information.  If you are not a named
recipient or you received this e-mail by mistake, please notify me
immediately by reply e-mail and delete this message.

 <<King, Terry L.vcf>>

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