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RECMGMT-L  April 2006, Week 1

RECMGMT-L April 2006, Week 1

Subject:

Re: Documenting destruction of records

From:

Graham Kitchen <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 3 Apr 2006 07:50:53 -0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (163 lines)

If you have any questions....

Graham Kitchen
Corporate Records Manager
Unified Western Grocers
5200 Sheila Street
Commerce, CA 90040
Office Phone: (323) 264-5200 ext. 4560
Cell Phone: (323) 243-1865



-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Isaacs, Leigh
Sent: Monday, April 03, 2006 6:20 AM
To: [log in to unmask]
Subject: Re: Documenting destruction of records


Graham:

I am interested in seeing it as well. Thank you.

Leigh

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Trussler, Karen
Sent: Monday, April 03, 2006 9:15 AM
To: [log in to unmask]
Subject: Re: Documenting destruction of records

Hi Graham,
I am interested in your retention schedule format and would appreciate a copy.
Karen

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Graham Kitchen
Sent: March 31, 2006 6:42 PM
To: [log in to unmask]
Subject: Re: Documenting destruction of records

We have a multi-column Retention Schedule.

Column 1 tells the departments how long to keep records in their department. Column 2 tells them when to ship it to storage if they are the responsible department. Column 3 is the total retention.

If a department is not the office of record, their records are disposed of from their office.

The column that follows the Total Retention column tells them who the office of record is.

If anyone is interested, I can make our format available.

GT

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Steve Morgan
Sent: Friday, March 31, 2006 3:03 PM
To: [log in to unmask]
Subject: Re: Documenting destruction of records


I have to agree with Stephen. All records, except for duplicates, to be destroyed need to go through your records department. Not only for documentation purposes but, there are a couple of other reasons as well:

1. To be sure that the records being destroyed, in fact, ARE the correct records that are to be destroyed.
2. To be sure they are following the most recent retention schedule as opposed to an outdated one.

Duplicate copies should be written into the retention schedule as well & pointing to the office of records of the originals. I am of the belief that ALL records, except duplicates, need to go the RM department for final disposition.


Steve Morgan
C.J. Segerstrom & Sons, Records Manager
(714) 438-3228 phone
(714) 546-9835 fax

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Stephen Cohen
Sent: Friday, March 31, 2006 2:45 PM
To: [log in to unmask]
Subject: Re: Documenting destruction of records

Specifically concerning destruction of duplicate records, these can normally be destroyed without maintaining a records of their destruction so long as it is stated that the office of record is responsible for maintaining/destroying the original.

As for keeping a record of all files destroyed, I recommend that all destruction of official records be conducted by a single entity (the records dept/mgr). From experience, it pains me to see other depts going ahead and destroying records because they no longer have space for them or don't think they need them anymore, unless SOX or the SEC say otherwise. They don't consult the records dept or even legal counsel most times -- not a good practice in this day and age. You do seem to have an understanding of the issues.

I'd like to hear what others think about this too.

Stephen Cohen


On 3/31/06, Cheryl L. Rose <[log in to unmask]> wrote:
>
> We are a large foundation in the process of updating our retention
> schedule and disposition processes. We've done well at mass
> documentation from the records center of destruction of records, but
> not so well when departments destroy records. Are there "rules" for
> when destruction needs to be documented? I have a hard sell ahead in
> making this simple to implement if we must show documentation of all
> records destroyed. In my research, it seems that most destruction for
> public records is at a higher standard than what we may need to do.
> Some organizations don't require destruction forms if disposition is
> done in accordance with the retention schedule and in the routine
> course of business. Do you require it, then, if it's not done once
> minimum retention is met and out of routine? Do you document when
> duplicate or convenience copies are destroyed when there are archival
> records that survive in another format? Is it only required for legal
> or evidential records? Is it documented for manual destruction and how

> would we retain evidence of automated dispositions? I've confused
> myself well and could use some advice from the folks out there.
Thanks!
>
> Cheryl Rose
> Records & Archives Analyst
>
>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>



--
<><><><><><><><><><><><><><>
Stephen E. Cohen, MLIS
Records Manager & Archivist
Work: [log in to unmask]
Home: [log in to unmask]
Tel: 203-376-5535
<><><><><><><><><><><><><><>

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

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