Over many years of developing records retention schedules, I have had many discussions with executives in regards to their reluctance to approve them, dealing with arguments that they were preoccupied with other work; retention scheduling was not important or had little value
In the same way, and in this information age, it is absolutely necessary to compile a comprehensive records retention schedule and to follow it
This blog is the first part of a series that asks the questions, raises some issues and maybe answers a few questions about the use of a Records Retention Schedule. When your senior management said “we must have a Records Retention Schedule (RRS)” did you feel a sigh of relief?
In the same, and in this information age, it is absolutely necessary to compile a comprehensive records retention schedule
For many years Records Management has been built around records retention schedules, File Plans, Records Declaration, and so on
Organizations invest significant human and financial resources in developing and updating record retention schedules. What I don’t see is a follow-up effort to implement the retention schedule
After serving in the role of Assistant Archivist she moved on to work for the Records Management Services program at the University of Washington where she focused on conducting trainings and workshops, assisting in the day to day management of the University records center, and developing record retention schedules. At the City of Bellevue, Megan’s focus has been on implementation and support of the City’s Enterprise Content Management program
So, here’s how it works: the administrator creates folders, using the recognizable names (that hopefully map back to the records retention schedule); and connects a managed folder mailbox policy to the mailbox (that hopefully map back to the records retention schedule); assigns the managed folder mailbox policies to users; and configures the mailbox server to run the scheduled policies
In general, the private sector may rely on compliance with the records retention schedule as evidence of authorization to destroy
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Here’s the first thing you need to do: Review your organization’s Records Retention Schedule to make sure the categories address the information you store electronically (as well as hardcopy) and that it is compliant with current laws and regulations
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