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Records Retention Scheduling

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Fe Angela Verzosa
Fe Angela Verzosa

Part 3 in the series of lectures on Effective Records Management presented on Aug1 & 8, 2009

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Records Retention Scheduling
What is a Retention Schedule? “ An approved legal document that specifies minimum retention periods for a record series and gives agencies ongoing disposition authority after approved retention periods are met”
APPLY RETENTION SCHEDULES ,[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],Retention scheduling
Procedures involved ,[object Object],[object Object],[object Object]
Procedures involved… ,[object Object],[object Object]
 
 
Suggested Retention Periods ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Keep permanently and preserve ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Keep permanently and transfer to Archives ,[object Object],[object Object],[object Object],[object Object],[object Object]
Keep permanently and transfer to Archives ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Keep for ten years, then destroy ,[object Object],[object Object],[object Object],[object Object]
Keep for five years, then destroy ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Keep for two years, then destroy ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Subject to Regular Review/Appraisal ,[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],Hands on experience
Sample Retention Schedule Store in vault Paper and digital copy Keep permanently Original copies Permits to Operate Subject to regular review/appraisal Electronic and paper Five years Received/sent by management Correspondence Paper Two years Original copies Attendance records Paper Five years Annual staff evaluations Job evaluation reports Destroy after audit Paper Five years Original copies Bank statements Destroy after BIR audit Paper Ten years Original copies Receipts and Invoices Electronic and paper Ten years Original Copy Annual Budget for 2009 Remarks Retention Medium Retention Period Description Document
Annual Reviews ,[object Object],[object Object],[object Object]
You can submit revisions, discontinue, or modify the schedule in order to meet the needs of the agency as records may evolve over time.
basic categories of records ,[object Object],[object Object],[object Object]
Inactive Records ,[object Object],[object Object],[object Object],[object Object]
In other words ,[object Object],[object Object]
Inactive records management ,[object Object],[object Object]
Records disposition ,[object Object],[object Object],[object Object]
Records disposition ,[object Object],[object Object],[object Object],[object Object]
Records Disposal ,[object Object],[object Object]
Records Disposal ,[object Object],[object Object],[object Object]
Records for disposal ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
To retention and beyond! ,[object Object]
Why not just keep it all? Consider this: ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Use less, get more! ,[object Object],[object Object],[object Object],[object Object],[object Object]
Keeping stuff you don’t need costs money ,[object Object],[object Object],[object Object],[object Object],[object Object],Get rid of what you don’t need
How to implement retention/ disposition policies ,[object Object],[object Object],[object Object],[object Object]
 
Where do you start? ,[object Object],[object Object],[object Object],[object Object],[object Object]
Proactive vs Reactive ,[object Object],[object Object]
Drafting a policy ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
For example ,[object Object],[object Object]
Include ,[object Object],[object Object],[object Object]
Where do you start? ,[object Object],[object Object],[object Object]
[object Object],Congratulations!
Workshop on Records Retention Schedule ,[object Object],[object Object]
Contact fe.verzosa@dlsu.edu.ph Questions?

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Records Retention Scheduling

  • 2. What is a Retention Schedule? “ An approved legal document that specifies minimum retention periods for a record series and gives agencies ongoing disposition authority after approved retention periods are met”
  • 3.
  • 4.
  • 5.
  • 6.
  • 7.  
  • 8.  
  • 9.
  • 10.
  • 11.
  • 12.
  • 13.
  • 14.
  • 15.
  • 16.
  • 17.
  • 18. Sample Retention Schedule Store in vault Paper and digital copy Keep permanently Original copies Permits to Operate Subject to regular review/appraisal Electronic and paper Five years Received/sent by management Correspondence Paper Two years Original copies Attendance records Paper Five years Annual staff evaluations Job evaluation reports Destroy after audit Paper Five years Original copies Bank statements Destroy after BIR audit Paper Ten years Original copies Receipts and Invoices Electronic and paper Ten years Original Copy Annual Budget for 2009 Remarks Retention Medium Retention Period Description Document
  • 19.
  • 20. You can submit revisions, discontinue, or modify the schedule in order to meet the needs of the agency as records may evolve over time.
  • 21.
  • 22.
  • 23.
  • 24.
  • 25.
  • 26.
  • 27.
  • 28.
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Editor's Notes

  1. ERM- Washington State Archives
  2. http://www.secstate.wa.gov/archives What is a Record Series? KEY = information that’s related (same action or same subject) This records retention schedule documents the life cycle of a records series. This means: all books, papers, microforms, computer-readable materials, maps, photographs, film, video and sound recordings, or other documentary materials, regardless of physical form or characteristics , made or received by any agency in connection with the transaction of public business Records Series can be: S imple : Birth Certificates; Complex: Case Files and Personnel File Combined media types : may contain paper, electronic, photographed, imaged. Example: OFFENSE/INCIDENT REPORTS Investigation reports and notes; witnesses and suspects statements; results of chemical analysis and polygraph tests; crime scene information and photograph, citations . No matter what media types they must all be disposed of as a unit!