Dear All,
I am doing some follow up research on my paper for the ARC magazine What is good records management? ARC Magazine (ARA) Archives and Records Association January 2011. In that paper, which was based on the talk I did with Clare Cowling at the IRMS meeting 2010, I look at the relationship of records management with corporate governance.
I am interested in how other organisations deal with draft papers that are developed on the way to their corporate management teams. In some authorities, like local government, a corporate management team may meet, even though they do not have a decision making power, to discuss the papers so a corporate view can be taken and the individual directors act on their delegated powers. The decisions that go beyond the CMT are then taken by Cabinet.
In other organisations, the decision making may be devolved to departmental teams or to sub-units. How do you handle, from a records management perspective, those draft reports and working papers that are prepared so that departments or sub-units can make decisions?
Do you have a policy on the process by which draft papers are destroyed? How do you enforce this so that drafts are not floating around? Also, do you retain drafts for audit purposes to show the evolution of decisions?
If you have a policy or a procedure on draft papers, I would be interested in a copy.
Thanks
Lawrence
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