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RECMGMT-L  August 2004

RECMGMT-L August 2004

Subject:

Re: Change in records policy?

From:

Sharon Blackstock <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Thu, 19 Aug 2004 11:43:23 -0600

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (72 lines)

Thank you, Patrick - that's pretty much how it works here, too, but I was
beginning to second guess myself given all the other responses.  Now I know
I'm still right and the rest of you are ... still great folks (smile).

Sharon G. Blackstock, CRM
Central Records Administrator
Lakewood City Clerk's Office
480 South Allison Parkway
Lakewood CO 80226-3127
303-987-7091 (office)
303-987-7088 (fax)
[log in to unmask]
www.lakewood.org

Lakewood's records management objectives: 1) Information is available when
needed; 2) Records of permanent value are preserved; 3) Non-permanent
records are destroyed per approved retention schedules; 4) Discarded paper
is recycled.


-----Original Message-----
From: Patrick Cunningham [mailto:[log in to unmask]]
Sent: Thursday, August 19, 2004 11:32 AM
To: [log in to unmask]
Subject: Re: Change in records policy?


This topic comes up with a certain regularlity and I have the bruises
to show you from my previous responses to this topic. But, I'm either
thick-skinned or thick-headed, so I'll sally forth into the fray
again...

I've worked in organizations that have done just about every iteration
of "permission-based" destruction. I hate chasing people for the
signature. We have enough trouble getting retention schedules signed.
The current philosophy where I work is that the retention schedule
approval (and regular updates) stands as authorization for us to
destroy records in accord with the schedule. This is made very clear to
the signers when we refresh the schedules with them. We do not send out
notices to anyone except General Counsel, Tax, and Internal Audit. And
in each of those cases, what we send is an inquiry asking if they are
aware of any extraordinary circumstances which require holds to be
placed on any records, as our destruction cycle is approaching. If they
want to see the details of what we're destroying, we will send them a
listing. In each case, the contacts are also people who are on our
Records Management Council, so they know what we're asking. And our
organization is such that if these folks don't know about something
material to placing a hold on records, somebody is going to be in big
trouble.

In past lives, I have sent email notices (with return receipts)
accompanying the destruction listing. In that organization, destruction
permission was assumed unless someone notified us of good reason to
hold the records. I've been hammered on that one by others on the List
"because who says they actually read your email?" Well, so be it,
because the notification was a courtesy and our policy (and training)
clearly indicated the way in which the process worked.

Your organization's culture will dictate what really works. Have a
conversation with your internal counsel and other records stakeholders
on the matter. Find out from the end users what they expect.

There are many ways to skin this cat and yours may be right for your
organization, but not for mine.

Patrick Cunningham, CRM

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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