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Subject: Re: Records paperwork retention
From: Megan Easto <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Fri, 9 Nov 2001 15:04:53 -0500

text/plain (47 lines)

The Government of Ontario has developed a Common Records Schedule for Administrative Records, which includes a series on Recorded Information Management (essentially, a schedule for the schedules!)

Retention is as follows:
Records Retention Schedules (with associated working papers and indexes): Current Calendar Year + 10 years after schedule is obsoleted

Records Lists/File Classification Plans: CCY + 10 years after all records covered by the file plan are destroyed

Records Transfer Documentation (includes accession records): CCY + 20 years after records are destroyed or transferred to the Archives

Records Destruction and Disposal Notices: CCY + 20 years after record is destroyed.

The background paperwork isn't quite permanent, but the 20 year timeline is longer than most people expect to be in their jobs, which makes it easy to convince them that they really do have to keep these records "forever." Hope that helps...and have a good weekend!

Megan Easto
Information Management Consultant
Shared Services Bureau

700 University Ave 6th Floor
Toronto, Ontario M7A 2S4

Office: 416-314-0715
Email: [log in to unmask]

>>> [log in to unmask] 11/09/01 11:24AM >>>
Happy Friday,  A question has arisen on the retention requirements of the
paperwork submitted when records are archived.  Our past policy has stated
a permanent requirement which have provided us with legal backup to show
consistency over time of destroyed records/ record series.  One of our
plants has quit using the form and is doing it all on-line.  A good idea (
we're currently looking at on-line form corporate wide) but after they
manage the life cycle of the records they're deleted the transaction  from
the database.  What  are current industry standards for retention and do we
really need to be able to show this consistency of retention over time?
I've got some definite opinions on the subject but would like to here from
the list. " Be Flexible"- Larry Winget.

Thanks- Steve Petersen
                  Records Admin

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