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RECMGMT-L  March 2002

RECMGMT-L March 2002

Subject:

Re: "Retain a minimum of..."

From:

WALLIS Dwight D <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Wed, 13 Mar 2002 09:24:02 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (69 lines)

1) Larry, I've been in local government for a long time, and I have yet to
run into a situation where retaining a record beyond it's legal minimum
"made it difficult to defend any position taken regarding the proper
disposition of records"? I can't even say that the existence or lack of
existence of a retention schedule even caused a blip on anyone's radar
screen when records were destroyed. I'm not trying to put you on the spot -
I just think this is a horn we can toot a little too often. Retention
schedules serve other purposes beyond legal protection, and there are many
good reasons associated with cost, operational efficiency, and stakeholder
interests to develop and maintain retention schedules. Taking those other
reasons into account calls for flexibility that a straight legal minimum
approach hampers, possibly undermining the other good things retention
schedules can do.

2) In our experience, as agencies initially get into a records management
system, they tend to ere on the side of caution in working with us to
establish retentions. This is perfectly understandable, even prudent. I can
think of countless situations where the legal minimum was not adequate to
meet an agency's needs. Our experience has shown that
operational/administrative need has far more of an impact, and based on the
extensive usage tracking we do in our own operation, this need is often
justified. As agencies get acclimated to a records management system, and as
we review their retention schedules with them every 5 years, many are more
than willing during the second round of scheduling to approach minimum
retentions, particularly when we can show them the activity levels
associated with their inactive records. But I doubt we will ever get to a
point where they all do so - it wouldn't make business sense, and it
wouldn't serve the public interest.

3) If agencies do not get into the records management system, you will not
do them any good. You can write all of the policies, retention schedules,
etc.. you want, but unless you intend to heavily police every records
keeping activity (something which, IMHO would be a ridiculously expensive
waste of money in most circumstances), it is not too terribly difficult to
keep, hoard, possess, even hide all of the records beyond their minimums an
agency wants, particularly in a large enterprise. Better to get their
willing cooperation and have them experience the many benefits of a records
management system through compromise, negotiation, and customer service. The
key is to get people to make records disposition decisions within a system
during the normal course of business. State archives minimum retention
periods give local governments the flexibility to engage in those
negotiations that help obtain the active engagement of local agencies.
Enforcing minimum retentions on such agencies would, in my opinion, act more
as a disincentive to their cooperation. Note that most states allow for the
development of special retention schedules at the local level to supercede
the general schedules, so exceeding legal minimums does not imply ignoring
retention scheduling.

4) I think Curtis hit it right on the nose when he stated that different
environments demand different solutions. I've worked in other local
government environments where a legal minimum approach would work very well.
Records management is definitely a field where one size does not fit all. I
should note that enforcement of minimum retentions was attempted in
Multnomah County on a large scale during the late 70's-early 80's. It didn't
work, and it took us a long time to undo the damage to program reputation,
and to assuage the widespread agency anger and lack of trust that such an
approach had created.

Dwight Wallis, CRM
Records & Distribution Services Manager
Multnomah County Fleet, Records, Electronic & Distribution Services
2505 SE 11th Avenue
Portland OR 97202
phone: (503)988-3741
fax: (503)988-3754
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