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Subject: Re: Promoting a "Clean out your Records Day" within a Organizatio n
From: "Jones, Virginia" <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Wed, 1 Oct 2003 10:23:34 -0400

text/plain (128 lines)

In Arthur Anderson's case, it was the decision of a "branch/regional"
manager in
Texas to override the retention policy (i.e. not follow it).  The RM was not
asked or informed of the manager's decision.  As for Enron - I remember
quite a bit of discussion in the media about a memo from the Corporate
Attorney that was interpreted as "shred now."  Legal opinion tends to carry
more weight than RM policies in most corporations.

Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]

> -----Original Message-----
> From: Mullan, Jim [mailto:[log in to unmask]]
> Sent: Wednesday, October 01, 2003 9:51 AM
> To: [log in to unmask]
> Subject: Re: Promoting a "Clean out your Records Day" within a
> Organizatio n
> Importance: High
> You say Enron and Arthur Anderson BOTH had RECORDS MANAGEMENT
> RETENTION SCHEDULES!  Wow ... Im surprised
> to hear that!  Also they had the "clean out your records day"
> but did not
> follow retention schedules, obviously a big no-no!
> Im curious?  Who would you say was at fault as far as not
> abiding by the
> rm/retention program in place? Records Manager?
> Coordinators?  Staff?  Executive Management?  All? I would
> think it is the
> record managers [and his staff?] to ensure organizational
> compliance?  Or
> maybe Im wrong?
> -----Original Message-----
> From: Lawrence Medina [mailto:[log in to unmask]]
> Sent: Wednesday, October 01, 2003 1:22 AM
> To: [log in to unmask]
> Subject: Re: Promoting a "Clean out your Records Day" within a
> Organizatio n
> This thread (well, 2 messages don't really constitute
> a thread I guess) is a bit disturbing, primarily
> because the messages tend to indicate that both of
> these organizations have records management programs
> and retention schedules, but no one is following them!
> Enron and Arthur Andersen both had RM programs and
> retention schedules and failed to follow them, and
> they resolved their problems by having "Clean Out Your
> Records Days"... the primary difference is they failed
> to follow their retention schedules when they
> performed their clean outs, and it seems as if both of
> these folks DO plan to process the records in
> accordance with theirs.
> What it brings to the forefront though is the apparent
> need for additional training of the staff in the
> organizations where these records are collecting and
> being held beyond their assigned retention periods, as
> well as the possibility if there ever was a "hold on
> destruction" placed on records it would likely not be
> properly implemented.
> I would suggest that these organizations consider a
> "records liaison structure" where there is someone in
> each portion of the organization responsible for
> managing repositories of records who is trained to
> ensure that files are managed in a manner that
> simplifies the "culling" of files based on their
> retention periods and can also allow for the
> accommodation of placing moratoriums on destruction of
> records, if necessary.
> The justification would be to determine the cost for
> these periodic/annual "clean outs" and show the time
> spent training and to cover the effort of records
> liaisons as a tangible cost avoidance for future clean
> outs coupled with the saving of space required for
> storage, and the intangible would be the avoidance of
> the risk associated with retaining records beyond
> their specified time frame.  This work would likely be
> performed by the same staff that does the inventorying
> and the approvals would be done "in the course of
> normal business" by the Department Heads.
> Sounds like a win-win situation to me, only without
> the pizza.  Maybe you could serve pizza at the
> training classes and once a year when you celebrate
> "Records and Information Management Month"?
> Larry
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