Hello Dawn
We at TfL take a no nonsense approach with Records Review which has proved effective with helping TfL deliver both cost efficiencies and Records Management best practice
With the help of a well worded template detailed below.(with thanks to Clare Cowling, former IRM manager at TfL)
Dear Colleague,
Cost Centre Managers and Heads of Department have a responsibility for managing the review of records belonging to their business area which were transferred to the TfL Records Store for storage and which are now time expired (see attachments).
When records become time expired you should either:
• Authorise their immediate destruction or
• Request an extension to the previously agreed destruction/review date, enclosing a valid business reason for the extension (e.g. impending litigation).
We have not received a response to previous requests that you undertake one of these actions. We are therefore contacting you again to request that, as a priority, you advise the Records Store Supervisor of your requirements in relation to these records. If we receive no response within one month of sending this email we will assume that you have tacitly consented to the destruction of these records. This will help ensure that:
• Statutory requirements to retain and dispose of information appropriately are met.
• Unnecessary and excessive storage and retrieval costs are reduced.
• TfL’s business and operational efficiency are enhanced by the destruction of redundant, duplicate or inaccurate information.
• The management of information according to corporate policy and best practice is embedded as a fundamental and integral part of all TfL operations.
Kind Regards
Andrew Christodoulou | Records Store Supervisor
Information Governance | General Counsel | Transport for London
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Meic Pierce Owen
Sent: 04 February 2016 08:42
To: [log in to unmask]
Subject: Re: Destruction of information
Dawn
We are moving to this approach in Perth and Kinross Council- for the same reasons that I think a lot of us have we managers either simply not responding to review schedules sent to them or making block ‘retain' decisions that are more about expediency than legitimate need.
We are calling the new regime ‘retention by exception’ - because that is what it is. Within the proposed regime (that we are piloting this spring), the manager gets 28 days from date of email to respond with justifiable requests for files to be retained for a further year. We have defined ‘justifiable’ as the file still being live (ie: still being added to or elsewise being used as part of something that is live) or the manager being aware of something that is coming up that will involve the file. Simple answers of ‘we just need it’ or ‘we do not have time to consider this at the moment’ are not acceptable.
We are fortunate in making this change in that RM sits within the Compliance Team which, in turn, sits within Legal Services which, in turn sits within Corporate and Democratic Services. This gives us potential clout in introducing this- a potential made real by the act that both the Compliance Manager and Head of Legal are very much in favour of this change.
There is also support across the business, where there appear to be as many managers who welcome the change as those who see it as this week's 'end of civilisation' issue.
Hope this is of use.
Meic
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Neil Gow
Sent: 03 February 2016 17:23
To: [log in to unmask]
Subject: Re: Destruction of information
If the records retention schedule is clearly defined and meets all legal/regulatory requirements for the records, then it can be argued that business management approval may not be needed anyway. It is basically a courtesy to give them the opportunity to provide a good business reason why the retention should be extended beyond that already defined. If they don't reply, then you proceed according to the schedule.
Often the check is required in case of any legal hold, but in a well-run organisation the archivists should already be aware of any legal holds in place (in mine they are good at telling us when they are imposed but not when they are lifted!).
Having said that, in my industry (Pharma) there are certain documents we would never destroy without obtaining approval first, especially as the retention requirements are often based on formulae not fixed dates, and someone has to check we applied the formula correctly.
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Dawn Waller
Sent: 03 February 2016 16:56
To: [log in to unmask]
Subject: Destruction of information
Hi,
Back in the mid 1990's I worked for a large county council who had a policy of sending out destruction requests regularly which included a phrase stating that if the business owner did not respond to the destruction request within 3 months that records management would destroy the records.
Is anyone taking this line with their business areas? If you are then can you share your policy and reasoning behind it?
Regards,
Dawn
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