Bill makes a good point that maintaining disposition management information  
may reveal discrepancies. At the same time, inconsistencies in recordkeeping  
practices -- e.g., maintaining such records in some instances -- opens up a  
recordkeeping system to attack as much or more than having a uniform practice  
and showing due diligence in striving to minimize discrepancies  through 
efforts to have and follow good policies, procedures, processes,  systems, training 
and practices. In my opinion, disposition records are by  definition archival 
records that give evidence that such records existed and  were properly 
managed through their ultimate disposition. This is articulated in  an old paper 
that may still be interesting to people concerned with this issue,  "Electronic 
Documents and Records Management Systems: Toward a Methodology for  
Requirements Definition" that can be found in the Other Papers section of  mybestdocs. I 
continue to be interested in the views of others on this  important subject.


Rick Barry
_www.mybestdocs.com_ ( 
Cofounder, Open  Reader Consortium
_www.openreader.org_ ( 

In a message dated 4/5/2006 12:01:37 A.M. Eastern Standard Time,  
[log in to unmask] writes:

-----Original Message-----
From: Records Management Program  [mailto:[log in to unmask]]On Behalf
Of Roach, Bill J.
Sent:  Friday, March 31, 2006 8:41 AM
To: [log in to unmask]
Subject: Re:  [RM] Documenting destruction of records

>>I believe that it  is of prime importance to track every type of record
that is destroyed at  least to the records series and date
preferably a file by file  listing.<<

I think that in some instances, a file by file  inventory of destroyed
records may be appropriate. However, I don't believe  it should be the
norm.  I see the danger as this:  The greater  the level of detail, the
more opportunities for finding  discrepancies.  It is not hard to argue
that a specific file was  overlooked when talking of the collective
disposal of thousands of  files.  It is much more difficult to argue that
a file does not exist  when several that are specifically listed as being
destroyed are found  during a discovery process.

Bill R

Bill Roach, CRM
Enterprise  EDMS Coordinator
State of North Dakota
ITD/Records  Management


List archives at
Contact [log in to unmask] for assistance