A Records Retention Schedule is a document used as part of a Records Retention Plan that summarizes:
• The length of time each type of record should be retained, typically reflected in number of years
• The action that should be taken on the date identified. This could be moving the records to archive, making them obsolete, reviewing them for validity, etc.
• The frequency that action is taken for reviewing the schedule. This could be a quarterly, semi-annual, or annual review. During this review, the action to be taken on those records would be reviewed with the necessary next steps occurring.
Common challenges with a Records Retention Schedule include:
• Once the Records Retention Plan is implemented, the ongoing effort for review of the schedule does not consistently occur. The schedule should be dynamic and evaluated based on the defined timeframe.
• The action to be taken is not clearly defined. The schedule should have defined results and timeframes for success.
• Ensuring all Staff knows where the Records Retention Schedule is published and its required specifics. In order for records retention to be successful, Staff must be able to reference the requirements in order to adhere to them.
If you have a records management system, it may have a schedule included that can assist in ensuring the success of your Records Retention Plan.
Aldridge Kerr can assist you in establishing your Records Retention Schedule. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com for assistance.
And, be sure to sign up for our newsletter