Retention Denise Szabo, RMC/MMC MCANJ for NJLM November 13, 2018
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1 Retention Denise Szabo, RMC/MMC MCANJ for NJLM November 13, 2018
2 Government Records The work of government is documented through the proper creation, receipt, maintenance, legal disposition and appropriate preservation of public records, and that includes .
3 Option 1 Use Record Series # *Delete after 7 years
4 Option 2 Use Specific Record Series Numbers * *Delete According to Individual Record Series Retention Policy
5 Option 3 Use Record Series # *Treat all as Correspondence and Delete after 3 years
6 *Caution Whether you use Option 1, 2 or 3, what s not an option is deleting s with retention periods exceeding 7 years, unless they are held for prescribed periods, in accessible form, in records-keeping systems that are separate from .
7 Option 3 - example Use Record Series Number Correspondence General External *Delete after 3 years Artimis Request for Disposal Record Title & Description Normal Retention Time Retention Time Correspondence Routine Requests Periodic Review 3 years Bids and Proposals 6 years 3 years Budget File Monthly Open Encumbrance Status 3 years 3 years Newsletter (Original) Permanent 3 years once moved to centrally managed vaults and journals, cloudbased services, enterprise content management platforms and/or file shares
8 Option 2 - example Use Specific Record Series Numbers Artimis Request for Disposal *Delete Based on Individual Record Series Retention Policy Record Title & Description Correspondence Routine Requests Normal Retention Time Periodic Review Bids and Proposals (Original) 6 years 6 years Budget File Monthly Open Encumbrance Status 3 years 3 years Retention Time Periodic Review Newsletter (Original) Permanent 0 years once moved to centrally managed vaults and journals, cloudbased services, enterprise content management platforms and/or file shares
9 Option 1 - example Artemis Request for Disposal Use Record Series Number Records (7 Years or Less) *Delete after 7 years Normal Record Title & Description Retention Time Correspondence Routine Requests Periodic Review Retention Time 7 years Bids and Proposals 6 years 7 years Budget File Monthly Open Encumbrance Status 3 years 7 years Newsletter (Original) Permanent 7 years once moved to centrally managed vaults and journals, cloudbased services, enterprise content management platforms and/or file shares
10 1. What level of technical expertise do you have available to help manage retention and disposal? 2. Are your agency users familiar with your records management practices? 3. Will your agency users be trained sufficiently so that they will be comfortable signing attestations regarding disposal? 4. What is the comfort level of your administration, governing body and legal advisor on the options available? Which Option?
11 1. Doing nothing is not an option. 2. Educate your users. Users must be held accountable for the proper management of their ; it is not the sole responsibility of Records and IT Managers. 3. IT Managers and Records Custodians must work together to establish the option which is right for your agency. 4. As technology advances, the option you select today may be different from one you select to use in the coming years. Conclusion
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