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MASSIVE ROIRetention is Worth the Battle
Doug SmithVice President - Programs
GWDC Chapter – ARMA International
Learning Objectives
Upon completion of this session, you will be able to: Use big bucket theory to create a records
retention/disposition policy Identify starting points and blocks to
implementing a records retention policy Explore practical tips to reducing cost and
delay in processing disposition decisions Recognize and navigate potential
obstacles and areas of risk in implementing your plan
AGENDA
Retention Policy:
Creation
Acceptance
Implementation
Retention vs. Disposition
Policy Considerations
Legal Requirements
Functional Requirements
Laying the Groundwork
Start with an Inventory
Use Effective RIM Practices
Big Bucket Disposition Theory
Disposition Buckets
Administrative
Attorney Materials
Client
Vital
Administrative Bucket
Human Resources
Accounting
Administration
Operations
Attorney Materials
No Client Materials
Firm Intellectual Property
Subject Files
Convenience Copies
Client Files
Trigger for Disposition
Practice Area Considerations
File Ownership
Vital Files
Administrative
Client
Disposition Time Frames
7 Years
3 years
5 years
It depends
Administrative Time Frames
Human Resources
Accounting
Administrative
Operations
Attorney Materials
No Legal Requirement
Other Considerations
Client Materials
Client’s Own Policies
Bar Opinions
Statutes of Limitation
Risk Mitigation
Policy Acceptance
Massive Return on Investment
Champions
Consensus Building
Diligence
Implementation Beginnings
First steps are important Starting points Reporting Follow through
Disposition Decision Process
Notification process Disposition instructions Handling responses Attorney involvement in responses
Records Return
What are you returning What are you not returning What can be returned Attorney involvement in return
Disposition Logistics
File verification Who pays for shipping and handling Storage company costs Where should work be performed
Documentation: Metrics & Reporting
Documentation Role setting Expectations Feeding the champion
