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Hi Renee,

Hold off on those trucks for a while. As you are in the financial
services industry, there are laws that require a certain retention
period for client information and privacy laws that govern their
destruction. 

Have you researched retention laws and privacy/destruction laws that
apply? Have you developed an enterprise-wide retention schedule and
disposal policy based on those laws?

If not a box-level inventory, what level of understanding do you have of
the box contents? Are they all passed your established retention period?

There is also no quick fix, particularly when you are talking about
client financial information. But we are going to have to know a bit
more about the status of your RM program and your knowledge of those
boxes' contents before we can give specific recommendations.

Gary Link
Pittsburgh, PA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Renee Schroeder
Sent: Friday, May 11, 2012 8:56 AM
To: [log in to unmask]
Subject: Question about options for large purge

Problem:  1,000's of boxes at offsite offices (nationwide) that consist
of historical client related materials.  Introducing RM to our field
offices and have to clean up the historical and train on go forward
process.  The most conservative approach would be to inventory each
box...however, would take years to complete and $$$$.

Question:  I am looking for feedback on process solutions for the
cleanup that would not require that we go through each box.  Does anyone
have an approach that mitigates risk and is still a lean process?  For
example, leanest process would be to "back up the trucks" and shred
everything.  Perspective on risk of that approach?  Is it defensible?
Anyone have ideas on variation of the total shred?

Would welcome folks experience in this area.

Renee K Schroeder, MBA
Manager
Corporate Records Management

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