Susan
I have taken the view that convenience copies should not be transferred
to offsite storage and therefore should be destroyed at least at the
point at which this action is proposed.
In addition, I have recommended that convenience copies should not be
kept for longer than a year in most circumstances. This is built into
our recordkeeping system where each file (paper-based) is described as
file type 'Copy' and a retention period of 1 year assigned. We are
doing this for the time being in an effort to identify and reduce the
level of duplication within the organisation. The reduction of
paper-based records and also reference material is recognised as part of
efficiency savings.
Vera Giles
Corporate Information & Records Manager
Advantage West Midlands
3 Priestley Wharf Holt Street
Birmingham B7 4BN
Telephone: 0121 5033217
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Paul Dodgson
Sent: 30 March 2006 10:03
To: [log in to unmask]
Subject: Re: Glossary definition of "regular use"
Susan
Not an issue really. Apply the lifecycle attributed to the substantive
record and let the business destroy on or before the substantive date
according to their own business needs.
Paul
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Susan
Mansfield
Sent: 29 March 2006 19:23
To: [log in to unmask]
Subject: Glossary definition of "regular use"
In our RM Operating Principles I say:
"Where a duplicate file or information is kept for convenience this is
to
be destroyed as soon as it is no longer in regular use."
I'm now trying to develop a definition for "regular use" and was
thinking
along the lines of "A document would be considered in regular use if it
is
referred to more than ? times per month."
Has anyone given any thought to this before and would share with me what
they decided regular use was.
I know as minor as it may seem I shall probably get endless questions on
the exact definition!
Thanks,
Susan
Susan Mansfield
Records Manager
Strategy Directorate
Scottish Enterprise
150 Broomielaw
5 Atlantic Quay
Glasgow
G2 8LU
Direct Line: 0141 228 2485
Fax 0141 221 3217
E-mail: [log in to unmask]
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