An interesting question. Here is the American perspective I know that this
has come up several times on recmgmt-l in the past. I believe that the
general consensus was that records disposition listings/records destruction
reports/records destruction authorizations or whatever they may be called
should be retained permanently.
I believe and have recommended that they be retained permanently as evidence
of an action taken. The Library of Virginia' s Records Management Division
requires that they be retained for only 3 years after approval, but that
does not mean that an state agency couldn't keep it longer. I disagree. The
retention of this document can serve as proof as to who authorized the
destruction, who reviewed the request and who performed the destruction. This
is especially invaluable as regards FOIA requests when individuals want proof
that the record being requested no longer exists.
"Sorry sir, but that record no longers exists."
"what?, Prove it! as I don't believe it. you are hiding it from me."
Also they are very useful when dealing with litigation especially during the
discovery phase.
ttfn
Peter A. Kurilecz CRM, CA
Richmond, Va
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