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That's where I'm having a huge fight with Legal. I fear that Legal will take over Records Management as they have already practically taken over the retention schedules. Long story short. Records Retention was made a big corporate project this year. I was to partner with Legal to get our retention schedules and the LAN cleaned up. Legal took the project and ran with it. The schedules were distributed to departments and practically wiped clean of any vital records or off-site storage information. There are no regards for ARMA standards or editorial consistency.  Retention periods have expanded and the schedules convoluted. I found myself always saying, "that's not the way it's done" or " in the past we did this".  No one listened. When I complained I was told to just oversee the project completion. Legal didn't pass an internal audit a few years ago because of their records management practices. But his is Legal, who will doubt their expertise in the field.

Beatrice Williams
Manager - Archives & Records
NCCI Holdings, Inc
901 Peninsula Corporate Circle
Boca Raton, FL 33487
Office: 561-893-1606    Fax: 561-893-5850
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Tuesday, September 15, 2009 10:13 AM
To: [log in to unmask]
Subject: Re: Vital Records

Remember to have one overall Vital Records Schedule for use during and immediately following an emergency event.  The subject matter experts may not be available at that time, and RIM will be considered the expert substitute.  My personal belief is that Records practitioners (whatever our job title) are responsible for the information/records to be available when needed.  We make policy and develop procedures to insure this is so.  Making sure vital records are protected, accessible, and easily restored after an incident is part of that duty.

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Beatrice Williams
Sent: Tuesday, September 15, 2009 7:53 AM
To: [log in to unmask]
Subject: Re: [RM] Vital Records

Thanks for the input everybody. My question was; if records are considered vital, should they be identified as such on a retention schedule. I'm thinking about suggesting the sample Vital Records schedule because of the following: we're also cleaning up the shared data on the LAN and organizing files by records series. Each department uses their individual schedule to ID records shared within their department. One standard folder structure is permitted across the organization. Under that folder structure a "works in progress folder" is titled  "workspace",  another folder titled "retained" holds complete records to which retention is applied and each record within that folder is identified by a record series number.  How does this sound, being that there is going to be a high level corporate folder, I can create a vital records schedule within it and link it to the department that is the subject matter expert.



Beatrice Williams
Manager - Archives & Records
NCCI Holdings, Inc
901 Peninsula Corporate Circle
Boca Raton, FL 33487
Office: 561-893-1606    Fax: 561-893-5850
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Tod Chernikoff
Sent: Monday, September 14, 2009 5:35 PM
To: [log in to unmask]
Subject: Re: Vital Records

In addition, Larry's method becomes increasingly important as the series descriptions become broader and/or buckets get bigger.

Tod Chernikoff, CRM
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--------------------------------------------------
From: "Steve Morgan" [log in to unmask]
Sent: Monday, September 14, 2009 17:26
To: <[log in to unmask]>
Subject: Re: [RM] Vital Records

< I understood the question to be more in line of should those records listed on the retention schedule that are Vital Records be specifically identified as such on the schedule.>

My apologies, Ginny, I read it differently, more in "general."

Anyway, in my opinion, I believe they should be specifically identified on the Retention Schedule, to avoid any problems/mistakes.

I also like what Larry wrote, " It might be possible to state "series includes some vital records" and then provide a pointer out to an independent list of which records within the series are vital, or to
have an "A, B, C..." listing within a series to describe each record type (by name) within a series is vital and annotate is as such, but unless this is a limited number of records, it seems like a lot of extra work to maintain."

Steven D. Morgan
Records Manager, C.J. Segerstrom & Sons
Costa Mesa, CA
714.438.3228 Phone
714.546.9835 Fax

Behind every successful manager is a Records Manager.

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