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Subject: Re: Records Destruction Authorization Procedures
From: Benay Berl <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Thu, 23 Oct 2003 16:30:18 -0700

text/plain (66 lines)

Hi Terry:  We are a small organization and all of our paper records are
on-site. However, we have our financials on a hosted mainframe, our GIS
is web hosted, we have a DMS for records post 1999, lots of documents
sitting on hard drives, and copies hidden in file cabinets and boxes.
My solution is: each November I create a list, using the retention
schedule, to determine the records that are due for destruction at the
end of the calendar year. I send the list to each department manager for
staff to locate items. Paper records, print-outs, copies are physically
collected and electronic docs are identified. I create an "Authorization
to Destruct" form listing the records ready for destruction. This list
is signed by the department manager and then by the general manager.
This is done so that if there is pending litigation it stops the
destruction process. Once all signatures are in place the documents are
shredded or deleted off the various electronic devices.
Works for us.
Benay Berl
Records Management Coordinator
Olivenhain Municipal Water District
Encinitas CA
[log in to unmask]

-----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

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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