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Disposition approval process:
The department list is sent to the current Department owner of the records for "verification", with return date by end of June each year.  Procedures specific this verification is to identify if the Department knows of a compelling business need or a legal hold need to keep the records longer -- which will be considered by litigation counsel before for final approval authority.  We experience >90% answers from Departments.  Whether or not the Department answers, the same list is then reviewed by litigation counsel who has the knowledge of legal hold needs (with return date July 31).  August 1 records are then requested for destruction.  Approved exceptions (by litigation counsel) are placed on a specific legal hold and monitored for legal hold removals quarterly.  This process evolved over 8 years, and is working quite smoothly.

M. Lee Watt, CRM, CIP
Corporate Records Management Office
Vail Resorts Management Company
Phone: 303-404-6450
www.vailresorts.com


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Susan Beamer
Sent: Thursday, May 28, 2015 1:41 PM
To: [log in to unmask]
Subject: Typical disposition approval processes

Hi All;

I'm looking for what others use as typical disposition (destruction at the end of approved retention) processes.

I had a different (but working) process that I used, but it's become cumbersome.

Do businesses that have their own on-site storage typically make a list of what is up for disposition (destruction) and email the pdf/doc to the departments and have them sign off on the approval of the destruction and return the list?

Then if some records need to be held back from disposition (for this destruction cycle), the department would note that on the list?

Thanks for suggestions, etc.

Susan Beamer
Records [and Archives] Manager
Eastern Washington State
www.selinc.com

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