Hi Adele
I would absolutely agree with Marc. Like everything else disposal wise, this is a risk exercise for your organisation. You need to assess how your organisations treat versions, so before you make a decision on the disposal aspect here are a few questions for you:
- Do you use major/minor versioning?
- Is this concept well understood by your staff?
- is the application of versioning consistently applied across the organisation?
- Do you have a version management policy/guidance note?
If the answer to any of these questions is no, then be very careful how you approach disposal, as you have a higher risk rating than if you could say yes to these questions. For example, if people use minor versions and not majors, and you purge versions, you could, as Marc has pointed out you could be deleting the record, or at least reducing its reliability and integrity.
Assuming that you have said yes to the questions above, then make sure that the disposal of versions is covered in your disposal schedule; for example - significant versions retained for X period, insignificant versions deleted after 6 months etc. If you have an EDRMS, you should be able to run a scheduled job to delete minor versions (insignificant versions) on a pre-defined schedule and according to the rule you have documented in your disposal schedule.
Hope that makes sense and good luck :)
Paula
Paula J Smith, ARIM, MSc, BSc (Hons) | Team Leader, Information Management | Techtonics
DDI +64 4 916 5209 | Mob +64 21 290 0830 | www.techtonics.co.nz
Information powering productivity
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Marc Fresko
Sent: Tuesday, 15 May 2012 3:27 a.m.
To: [log in to unmask]
Subject: Re: Version Management for electronic records
Absolutely.
In some situations, draft versions are considered as significant evidence of how a final version was arrived at, and so are preserved as records some or all of the time.
In other situations, draft versions are considered to represent a horrendous risk and are mandatorily deleted as soon as a final version emerges.
There is no general rule - it is a matter of choice, and of what your organisation is seeking to achieve. The answer could easily depend on the kinds of records, rather than being fixed across the organisation.
Marc
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Adele Picken
Sent: 14 May 2012 16:09
To: [log in to unmask]
Subject: Version Management for electronic records
Dear All,
My organisation is currently trying to develop guidelines for managing versions and we are trying to decide whether or not we should purge all previous versions of an electronic record once a document is finalised and declared a record. I wondered if anyone has already produced guidance on this for their organisation and could offer any advice?
Many Thanks,
Adele Picken
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