I wouldn't disagree with the advice you've been given - all or nothing
is one of the downsides of the medium.
However, it does give a pointer to the way forward. Where records with
potentially different retention periods are held within a single case
file, it helps to segment that file to enable easy disposal of the short
term facilitative material in line with the schedule. The requirements
of the Data Protection Act pretty well make this mandatory with
personnel files to ensure that you are not holding personal data for
which you have no legitimate use. (I suspect that this may be the reason
that the question about the fiche is being asked.) It's not the same as
weeding of a catch-all personnel file which is very labour intensive and
destroys the integrity of the file.
Peter Emmerson
Director
Emmerson Consulting Limited
47a Salisbury Road
Harpenden
Hertfordshire AL5 5AR
Phone 01582 769842
Fax 01582 761740
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Antoinette
Carter
Sent: 11 March 2003 14:47
To: [log in to unmask]
Subject: Data held on Microfiche
I would very much like to ask all you "Records Management professionals"
out there to answer a query I have regarding files held on microfiche.
If
the contents of a microfiche file, for example an individual's personnel
file, is subject to varying retention times, eg. disciplinary records
are
kept for three years, but holiday records are only kept for a year. How
do
you delete what you don't need, whilst retaining what you do. The files
are kept off-site and I have absolutely no idea how the whole
"microfiche"
storage system works. Could someone give me some very basic pointers on
the subject.
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