Retention Schedules

Question 1

What is records appraisal?

Answer 1

Examination of data gathered through records inventory to determine the value of each record series. Determines the life cycle.

Question 2

What should you consider during appraisal? (7)

Answer 2

1. Statutory or regulatory requirements
2. Legal value
3. Defending of prosecuting claims
4. Disposition benefits or risks
5. Reference values
6. Cost of preservation compared to benefit of keeping
7. Are the records in good condition

Question 3

What is a retention schedule?

Answer 3

Comprehensive listing of all organization’s records, length of time they should be kept in office and offsite

Question 4

What are the steps to establishing a retention schedule? (4)

Answer 4

1. Establish record values
2. Establish retention periods
3. Determine org requirements
4. Negotiate & finalize

Question 5

What values can a record have? (5)

Answer 5

1. Admin/Operational
2. Legal
3. Fiscal
4. Evidential/Archival/Historical
5. None

Question 6

What makes a retention schedule a sound legal document? (6)

Answer 6

1. Developed systematically
2. All records and all formats are considered
3. Written approval from authorities
4. Carried out systematically
5. Managed by a named person
6. Documentation of it is kept indefinitely

Question 7

What is a statute and a regulation?

Answer 7

A statue is a law. A regular is a way to change the law without having to rewrite/amend it.

Question 8

What are some categories of government regulations? (3)

Answer 8

Tax
Employment and personnel
Specific industries

Question 9

What are the goals of retention schedules? (3)

Answer 9

To support legal requirements
To meet organization needs
To establish a balance between keeping everything and keeping nothing