Questions and Answers
What is the primary goal of RMS's initiatives to improve retention and disposal schedule compliance?
What is the consequence of not having a defensible disposition process?
What is one way RMS is encouraging defensible disposition practices among Michigan government agencies?
What is the purpose of evaluating retention periods?
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What is the role of IT and data owners in defensible disposition?
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What is the purpose of deploying locked bins at office locations?
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Why is defensible disposition a multifaceted process?
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What is one initiative RMS is working on to improve retention and disposal schedule compliance?
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What is the benefit of RMS's experience with defensible disposition?
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What does RMS emphasize about defensible disposition?
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What is the primary goal of defensible disposition in records management?
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Which action is NOT part of the defensible disposition principles?
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What distinguishes the legal custodian from the physical custodian of records?
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What must occur after records have reached their retention period in Michigan's records management?
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Why is documentation important in the defensible disposition process?
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Which of the following describes destruction in the context of records management?
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What quality control measures must a custodian implement during the disposition process?
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What is a significant consequence of improper records disposal?
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What triggers the closure of electronic records containers?
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Who is responsible for sending disposal notices in each cycle?
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Which of these reasons would NOT lead to the denial of a disposal request?
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For how long is the disposal documentation retained after the cycle is completed?
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What happens to physical records during destruction by the vendor?
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What action is taken if a disposal notice is denied by the RMO?
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What importance does the documentation hold in the disposal process?
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What is a common behavior observed regarding customers and disposal notices?
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What does RMS conduct once a year?
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What crucial feature distinguishes electronic records destruction from merely deleting pointers?
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What is the maximum capacity of the State Records Center?
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What is the primary role of the electronic document management (EDM) service offered by RMS?
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How often does RMS review its standard operating procedures (SOPs)?
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What triggers the disposal of physical records with chronological retention periods?
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What is required by Michigan law before RMS disposes of records?
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What is the consequence of destroying the wrong records at the wrong time, according to RMS?
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What does the disposal instruction manual comprise in terms of length?
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In what year did RMS start offering its electronic document management service?
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What amount of retrieval requests does the State Records Center receive daily?
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What is a key factor in identifying eligible containers for disposal according to RMS?
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Study Notes
Defensible Disposition
- Defensible disposition is the effective disposal of physical and electronic information that does not need to be retained according to an organization's policies when the data is not or no longer subject to a legal requirement for retention.
Disposition Process in the State of Michigan
- In Michigan, records disposal results in either destruction of records at the end of their retention period or transfer of records with historical value to the Archives of Michigan.
- Destruction results in the complete demolition of records, so they cannot be reconstructed or accessed.
- The Archives become the owner of transferred records and take responsibility for their protection, permanent preservation, and public access.
Principles of Defensible Disposition
- The custodian accurately identifies the correct records to be eligible for disposal.
- The custodian receives authorization to implement the disposal.
- The custodian documents all disposal activities.
- The custodian implements the disposal in a reasonable, transparent, predictable, and consistent manner.
State Records Center (RC) Operations
- The RC has the capacity to store over 500,000 cubic feet of records and only stores records owned by state agencies.
- The RC receives between 20,000 - 30,000 physical containers annually and disposes of approximately the same amount annually.
- The RC receives over 100 retrieval requests from customers daily.
Defensible Disposition Process in RMS
- RMS developed process maps, standard operating procedures (SOPs), and instruction manuals with built-in quality controls to ensure defensible destruction of eligible records.
- The instructions are written to the click-level and take up 78 pages of a 343-page instruction manual.
- SOPs are reviewed every five years or whenever a process change is necessary to ensure they remain updated and accurate.
Electronic Document Management (EDM) Service
- RMS offers an EDM service to serve as a custodian of electronic records owned by other state agencies.
- There are currently over 29 terabytes of data in the EDM repository.
- Retention is applied to primary folders linked to the file plan, and the primary folder inherits the retention period configured for the file plan.
Approaches Taken by RMS
- RMS addresses all four principles of defensible disposition through SOPs and quality controls.
- RMS ensures that all containers (physical and electronic) are linked to an approved schedule and that schedule information is updated whenever a schedule is revised.
- Disposition triggers are an important part of the formula that RMS systems use to identify eligible containers.
Results and Next Steps
- RMS is confident that it has developed disposition processes that are both compliant with Michigan law and defensible.
- RMS is continually evaluating its processes to identify gaps and improve efficiency.
- RMS shares its experience and assistance about good recordkeeping and defensible disposition practices with Michigan government agencies through training, guidance documents, and services.
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Description
Learn about defensible disposition, a process of disposing physical and electronic information according to organizational policies, and the disposition process in the State of Michigan.