This client’s retention schedule had not been updated in 10 years. Its use was limited to physical records and it was not fit for purpose with electronic records or their new content management system. Faced with far too many entries, few people outside of the organization used it to classify records. As a State agency, they knew their schedule had to meet certain requirements, but needed help figuring out what these were and the best path to compliance. The clients objectives and concerns included:
They turned to Access Sciences for a redesign of their schedule, to make it streamlined, simplified, and compliant with State rules.
Simplify and streamline the records retention schedule while ensuring compliance with state record-keeping requirements
Our team’s redesign efforts centered on finding opportunities to roll up existing record series to larger buckets while still incorporating State rules for records retention. Using Access Sciences’ retention schedule database, Modus™, we were able to refresh the regulatory research and leverage what we already knew about the agency to develop an initial set of buckets. Our approach included: