Hi Fraser
We had a similar problem when I worked for a State Government agency.
We resolved the problem by using the records classification to identify
the primary record and secondary records. Business units could and did
have a suite of management files on things such as finance and HR and
Fleet vehicles that were designated "reporting" files (ie secondary
sources) and given a much shorter retention period than the primary
records. Essentially we set the retention of these sorts of files to 5
years after last action and would apply the sentence when the manager
gave up their files. This was very conservative (reflecting the agency)
and you could probably suggest a 2 year retention commencing from the
date the manager gave up the record.
Anethea Ulvestad
Team Leader Information Management
City of West Torrens
165 Sir Donald Bradman Drive
Hilton SA 5033
Ph: 08 8416 6256
Fax: 08 8443 5709
Email: [log in to unmask]
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