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Thanks for your quick response Gary!  

Yes to the policy and understanding of requirements and what is in the box.  Another caveat is that 90% of what is in the box is stored electronically in our corporate office in systems.  Client notes are probably the bulk of what may not be 100% stored at corporate office.  

We are now trying to gather some best practices around alternatives to a full inventory.  

Renee K Schroeder, MBA
Manager
Corporate Records Management
Appleton, WI





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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Link, Gary M.
Sent: Friday, May 11, 2012 8:24 AM
To: [log in to unmask]
Subject: Re: Question about options for large purge

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
[log in to unmask]




-----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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