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:
- Ensuring that whatever approach was taken to streamline and simplify the RRS enabled them to be in compliance with applicable State records retention requirements.
- Clarifying any misunderstanding regarding the State, and its role with respect to agency/ authority records retention.
- Addressing risks associated with changes to State and Federal law, compounded by State-provided retention schedules that had not been updated in many years.
- Understanding and accounting for record keeping requirements governed by authorities outside of the reach of the State (such as FEMA, U.S. Army Corps of Engineers, EPA, and the Coast Guard).
- Addressing individual departments that typically do not apply retention to electronic records.
They turned to Access Sciences for a redesign of their schedule, to make it streamlined, simplified, and compliant with State rules.