Good afternoon,
I’m wondering if this list can help me with some good arguments against culling files during their retention period. I have several in my organisation that are convinced that retention periods apply to single documents within a file, rather than to the aggregation level. They are also convinced that it’s necessary to pluck out these documents from files once their relevant retention period has expired, so that in the case of personal data they are not ‘over-retained’ and result in fines. I’ve argued that in doing so they would undermine the integrity of the record, to no avail.
The National Archives had some information on records disposal, I have found this paragraph in their guidance: 'In normal circumstances records are disposed of by aggregation or collections of records in folders. Disposal of individual records is normally to be avoided because of the overheads in selecting and deleting individual records. Disposing of aggregations of records is far more efficient and ensures a greater security that related records have been disposed of correctly. This is important in a file system where there are no formal disposal management tools (which are available in an ERMS)'
Here the argument is that overheads would be significant in removing documents, but if that was not a problem, would it be desirable? I don’t think so, would like to hear from others. In 15 years I have never had such enthusiasm for granular records disposal but GDPR has been a game-changer.
Paula McClure, MLIS
Records Management Specialist
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