GARP - The Principle of Disposition
Wednesday, July 27, 2011 at 12:00PM Candox Ltd. 
Destruction of Records Must Maintain ConfidentialityThe seventh Generally Accepted Recordkeeping Principle covers Disposition. ARMA’s guidelines, found in the download section of the CanDox website, state: “An organization shall provide secure and appropriate disposition for records that are no longer required to be maintained by applicable laws and the organization’s policies.”
At the end of a record’s useful life cycle, it must be designated for disposition. In many cases, this means destruction, but could also mean that files are returned to clients, transferred to another organization, or transferred for ongoing preservation to an archive or records management firm. In almost all cases, the organization remains responsible for the records and the information contained therein, and must make all reasonable efforts to ensure that they remain protected throughout the disposition process.
Whenever records are converted to a new media, disposition of the previous media should also be assessed.
In the event of litigation or audit, disposition of relevant records must be suspended, and affected personnel should be clearly notified when a hold is issued and when it is released to prevent affected records being accidentally destroyed.
Destruction of records must be performed in a secure manner. Until records are completely destroyed beyond any practicable reconstruction, they remain the property of the organization and any unauthorized use, and any resulting effect, remains the responsibility of the organization. ‘Green’ methods of destruction are becoming more common and should be used where available, but destruction must always render the records completely and irreversibly destroyed.
Transfer of records to the custody of an archive or records management firm should be documented as part of the organization’s records retention policy. Historical archives, museums and libraries often take custody of records dispositioned in this way, whereas records management firms hold records that remain the property of another organization.
Often records management firms, like CanDox, can be used much earlier in an inactive record’s life cycle to maintain records in a safer environment, and at a lower cost, than an organization can preserve them on their own. Outsourcing storage and maintenance of records is becoming the norm as privacy laws and information protection mandates become more stringent, and real estate prices continue to rise.
Contact CanDox for more information on offsite records storage and management, and proper disposition of records.
Next up: The Principle of Transparency.
ARMA, best practices, destruction, garp, records in Training
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