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Record Retention Schedules

: Record Retention Schedules

The Importance Of Maintaining Record Retention Schedules
By Chris Ferrer

All businesses and companies should have Record Retention Schedules. This is a system whereby the companies are able to keep records for a specified length of time. It can be problematic for companies if they fail to do so as they may incur harsh penalties. The records will include emails, memoranda, emails and other types of important documents. Companies that adhere to the strict implementing of keeping these records will protect themselves from violating the law and there can be no suspicion of obstruction of justice. The saved data can also be handy should the need ever arise for defense in possible litigation.

In days gone by, records were kept when they were not been used for everyday use. Some of these reports would be kept off site or in the basement of the office building. The keyword to these reports is the evidence of any event that the company was involved in.

Someone at the corporation needs to collate, identify and classify the particular information. Information that can can specifically prove or disprove certain issues is very important. Information such as employee dossiers, tax records, corporate minutes, bylaws and accounting records are very important. A list of these reports should be made and as well as the details as to where this data is kept.

The person in charge of the data should find out from the legal department how long the company is legally obliged to retain specific data. The law applies differently to different data and the legal department will be able to help in this regard. Tax records for example have to be retained for thirty six months at least. There may be a statute of limitations that applies and this information can be obtained by speaking to the legal department. After this, the information may be recycled or archived.

If it is a big corporation, then it might be an idea to create a document retention task force team. This team will be responsible for overseeing the process of classifying and identifying the various data. Ideally, this team should consist of an information technology staff member, a member of corporate management and someone from the legal department.

The document should be reduced to writing. When all the various documents have been identified and classified, this information should be put in writing and then distributed to all staff members. The instructions regarding managing and keeping the records should be explicit in the document so that everyone is clear about the procedure.

Corporate staff members should be educated on this policy. Make sure all the staff members have access to the report and get them to sign it as well. Employees may need training as to the importance of this policy and if needed the company should provide such training. There should be a question and answer session for the employees so that there is no confusion regarding this matter.

It is important to store Record Retention Schedules where they will be easily accessible and where they are protected from any damage from the environment. Paper documents can be kept in an office in a filing cabinet. Larger companies have special rooms that safeguard the data especially against humidity and temperature.

 


what do you think of this destruction of 1,500,000 balots from the 2004 presidential election in Ohio--?
here is a copy of the article (source at the bottom) The Free Press: Speaking Truth to Power Tue Oct 09 2007 Departments Election Issues The dog ate my homework by Richard Hayes Phillips and Patricia "Paddy" Shaffer August 3, 2007 The following table is a compilation of excuses for the destruction of some or all of the records from the 2004 presidential election in Ohio. The statements are excerpted from the "letters of explanation" submitted in April 2007, by certain Boards of Election to the office of Ohio Secretary of State Jennifer Brunner, which were provided to us in response to a public records request. According to the Columbus Dispatch ("56 Ohio counties failed to keep ballots," August 2, 2007), Brunner stated that there is no evidence that ballots were intentionally destroyed. We respectfully refer her to the "letters of explanation" from Fayette and Warren counties, both of which state, in these exact words, that some or all ballots were "intentionally destroyed." We also refer her to the "letters of explanation" from Allen, Champaign, Fairfield, Hancock, Hardin, Holmes, Logan, Marion, Medina, Monroe, Montgomery, Morrow, Paulding, Perry, Putnam, Sandusky, Seneca, Shelby, and Stark counties, all of which state, in other words, that some or all ballots were intentionally destroyed. Adams ? "does not have in its possession" Allen ? "water damage and subsequently destroyed" Ashland ? "mistakenly destroyed" Ashtabula ? (BOE) "inadvertently disposed of" (Prosecuting Attorney) "inadvertently discarded and destroyed" Athens ? "inadvertently discarded" Auglaize Belmont Brown ? "accidentally destroyed or have been misplaced" Butler ? "unintentionally discarded into a Rumpke dumpster" Carroll Champaign ? "these items have always been destroyed" Clark ? "those ballots were shredded" Clermont ? "unable to locate" "No one remembers specifically discarding the ballots." "There is a possibility that the ballots will surface" Clinton ? "not found" Columbiana Coshocton Crawford Cuyahoga Darke Defiance Delaware Erie ? "does not have" "unaware we needed to keep" Fairfield ? "They would have been shredded, as we have a contract with Shred-It for disposal of all election materials." Fayette ? "intentionally destroyed" Franklin Fulton Gallia Geauga Greene Guernsey - "destroyed in error, due to the county maintenance worker, when collecting trash" Hamilton - "inadvertently shredded" Hancock ? "did not have to be retained and these items were destroyed" Hardin ? "destroyed prior to the court order" Harrison Henry Highland Hocking Holmes ? "a shelving unit collapsed onto a side table holding a working coffee maker. Many of the stored items had to be destroyed due to broken glass and hot coffee" Huron Jackson ? "may have been destroyed pursuant to retention schedule" "Another possibility is that (the ballots were) accidentally destroyed" Jefferson Knox Lake Lawrence Licking Logan ? "we were instructed by the previous Director to destroy" Lorain Lucas Madison Mahoning ? "accidentally disposed of (by) the Mahoning County Green Team" Marion ? "destroyed pursuant to the retention schedule" Medina ? "destroyed following the record retention schedule" Meigs Mercer ? "were not found" "we will continue to search" Miami Monroe ? "according to our retention schedule we were allowed to dispose of" Montgomery ? "We did not receive formal notice from the courts prior to preparing the certificate of destruction." "In addition, we contacted our county prosecutor for further authorization." Morgan Morrow ? "it does not say to in the retention schedule." Muskingum Noble Ottawa Paulding ? "destroyed after the official and the recounts were certified" Perry ? "destroyed shortly after the election" Pickaway Pike Portage Preble ? First: "unable to find" "thought it likely they had been inadvertently discarded" Second: "Ballots are buried in County landfill and are not capable of being replicated." Putnam ? "destroyed for security purposes" Richland ? "destroyed or lost by the movers or by our staff" Ross ? "unable to duplicate these ballots" Sandusky ? "Our ballots were stacked all over our office and we had them picked up at the first opportunity." Scioto ? (some) "unable to locate" "unknown whether the ballots were accidentally destroyed or have been otherwise misplaced." (some) "released and shredded" Seneca ? "The ballots were disposed of during the first week of September" Shelby ? "destroyed pursuant to the retention schedule, do not remember the date they were shredded" Stark ? "destroyed prior to notification of Judge Marbley?s order" Summit Trumbull Tuscarawas Union Van Wert ? "unable to find" "We assume that these ballots were discarded." Vinton Warren ? "The ballots were intentionally destroyed." Washington Wayne Williams Wood Wyandot http://www.freepress.org/departments/display/19/2007/2731 oops that first line should read ballots EDIT--they were require by court order to keep them due to the 57,000 voting irregularities many in Ohio and some people have already been jailed for election fraud in Ohio. The new secretary of state and attorney general (democrats) campaigned and stated at voting rights conferences that all would be investigated and people jailed if fraud discovered and now they are trying to get out of their promises. Activists in Ohio worked tirelessly discovering problems via public records requests etc. Blackwell broke several Ohio election laws during the recount and was never charged with a crime.

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