The Implementation of an Electronic Retention Schedule

Abstract

In this article the authors explain how a new system has been designed to work in conjunction with existing databases to ensure a consistency of approach to retention scheduling across a variety of media and formats. The system allows for the whole life‐cycle of a record to be pre‐defined at both record series and file level. The reports produced by the system enhance a retention schedule programme that not only meets the needs of the records manager, but also serves as a ‘user‐friendly’ point of contact between himself and the users he serves. The authors will briefly explain the existing approach taken to retention scheduling at Pfizer Central Research, Sandwich and will demonstrate how this new ‘Electronic Retention Schedule’ (ERS) will enhance the current system of publishing advisory ‘guidelines’ for users and implementing ‘annual reviews’ of record holdings held in a number of different storage formats.