Developing a Schedule for Records Retention

Article Abstract:

Certain criteria should be used in making a Record Retention Schedule. Set up controls to ensure that schedules are maintained. Set up two columns for retention in the local work area and further retention elsewhere if needed. Organize schedules by functions. Decide how long copies should be retained. Make separate copies of vital papers, store them elsewhere, and add this information to the schedules. Establish a Master Index of Record Titles using a code to locate by type. Gather data from departments by supplying schedule examples and forms to be filled. The resulting schedules should be acceptable to management and departments.

Tutorial

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Records and Storage: Keeping Records Should Be Done to a Schedule

Article Abstract:

Lockheed's weeding-out solution to the accumulation of stored records and the passage of the Victoria Public Record Act (Australia) to prevent wanton or careless destruction of records exemplify two reasons for having records retention schedules: economy and preservation. There are two main elements in retention scheduling. The first is the listing and organization of records along with the length of retention for each. The second is the organization of a system for maintaining the schedules. The cost of setting up the schedule is offset by the economy in storage space and the faster retrieval time.

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Making Records Retention Schedules Work

Article Abstract:

Effective record retention requires more than schedules. It is important to follow certain procedures to avoid wasting time going over records year after year. Use uniform storage containers, set a schedule with verification, a system for transferring records, a system for destruction with safeguards and adequate documentation. Everything should be done in a systematic way.

Archival Storage

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