Date: April 13, 1984
To: AOOC
From: David R. Bender
Re: Records Retention Plan
This attached records retention plan has been developed by Chris Ikehara, Manager, Information Resources. It is being referred to AOOC with staff's recommendation that AOOC recommend to the Board the plan's approval in concept as an official Association policy.
February 24, 1984
To: Nancy M. Viggiano
From: Chris Ikehara
Introduction
A successful records management system provided for systematic control over the duplication, retention, maintenance and disposition of records in a cost-effective manner. This report addresses the need for SLA to develop a records management system at a time when the Associations's development and future prospects may be directly affected by present efforts to design and implement a records management system. Space is limited and because no policy had previously been developed, the growth of the Association and resulting increase in the number of records is threatening to intrude into already cramped work areas. With the decision at the recent winter meeting to have the Information Resource Center receive and house and extensive relief in sight. Further complicating matters is the expirations of headquarters's lease in 1987 which will necessitate a physical move of all records to a different location.
This report consists of:
1. A records retention survey,
2. A list of governmental requirements that apply to retention periods,
3. A flow chart describing the proposed records management system,
4. A list of recommendations to move SLA toward better control over records.
In preparing this report, information from a variety of sources was collected on the science of records management. A survey of the literature (monographs, journal articles, computer literate searches, handbooks, etc.) Brought to light several points that organizations should be aware of when embarking on a records management program. Over 1,000 statutes and regulations at all levels of government make the task of understanding the legal/governmental requirements connected with records management gigantic. Ongoing legislation serves to add, modify, or eliminate these requirements resulting in the additional challenge of monitoring and keeping informed of changes relevant to the organizations. The structure of the organizations (e.g., type of governing authority, nature of activities) is another factor in determining requirements. A single records management decision can affect more than one aspect of the organizations, as well as have long-range implications. And some of these decisions (e.g., throwing our documents) are irreversible at a later date if changes in the policy should occur.
The collection of information on Association records revealed the complex nature of SLA's information requirements. Records which defy easy classification within conventional records management terminology play a substantial role in the operations of the Association. Because administrators work at a level which affords them a view of the organization as a whole, as well as their role in preparing the organization for the future, their review and counsel can best determine the value of these specialized records to the operations and authority of the Associations, both now and in the future. Governments requirements have been indicated in the extreme right-hand to column of the records retention schedule to provide guidelines as to appropriate retention periods.
All other categories have been left blank to indicate decisions to be made at the discretion ofmanagement.
Steps to Implementation
The following actions are recommended:
1. Verify the designations of documents termed
2. Identify duplicate copies of all vital records and have duplicates stored separately from originals.
3. Have SLA's legal counsel review documents to insure that all legal requirements are being met. Documents in question include contracts, letters of agreement, and manuscripts.
After the above mentioned recommendations have been considered, the Manager, Information Resources, will begin considering alternative records arrangements that will increase efficiency at the new headquarter's site.
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