I think this is a reasonable, indeed a useful request. In our retention
schedule I've included information about who is the "Owner" of each records
series, so that those who have duplicates (e.g. copies of committee
minutes) know they can safely dispose of them after a couple of years,
secure in the knowledge that someone else is keeping a master copy. It
also helps with information sharing - everyone knows who to ask for copies
of certain documents.
I used to include a note of the format of the records, to underline that
retention periods should be applied to digital as well as paper records,
but in the end took this out for the practical reason that I had too many
columns in my schedule!
Hope this helps.
Best wishes,
Sarah Westwood
Records Management Officer
Girton College
Cambridge CB3 0JG
Tel: 01223 338976
Fax: 01223 338896
Website: www.girton.cam.ac.uk
--On 01 March 2005 14:53 +0000 Gillian Taylor
<[log in to unmask]> wrote:
> Whilst creating recent retention schedules, business colleagues have asked
> if I could add some extra columns to generic schedules marked long term
> storage format, location, master record responsibility/handling. Their
> point was that this would help them use the schedule as a departmental
> tool for identifying records handling arrangements.
>
> Whilst I am very keen to encourage the business areas to use the schedules
> ina practical way, I have reservations that this would present more risk
> issues than value e.g. version control/audit issues.
>
> Has anyone developed anything similar to the above suggestion or is it a
> case of STAY AWAY from trying to do too much within one document.
>
> I welcome any advice!
Sarah Westwood
Records Management Officer
Girton College
Cambridge CB3 0JG
Tel: 01223 338976
Fax: 01223 338896
Website: www.girton.cam.ac.uk
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