What if I prefer to keep everything permanently in my office?

  1. Increasing volume of records.

    • It's a fact that computers have not eliminated the need for paper. Some would argue that we actually generate more paper records now than we did before the advent of the personal computer. The number of records generated in the course of city business continues to increase. The LVA’s Records Retention Guidelines identifies the different types of records typically generated by City institutions. Keeping everything means you will, in time, be overwhelmed by paper.

  2. High cost of storage.

    • Lateral and vertical filing cabinets cost hundreds of dollars. Facing these kinds of costs, it makes sense to distinguish between records that should be kept for an extended period of time and those that should not as an alternative to piling up boxes and purchasing more filing cabinets.

  3. Increasing volume impedes ability to locate items quickly.

    • The more material you have, the greater the possibility that items will not be located when they are needed (this is true for both paper and digital records), thus wasting time and money.

  4. Risk of loss or damage in a disaster.

    • Keeping everything in your office or in your own storage area means that your records are in danger of being lost or damaged in the event of a disaster. Storing your inactive records off-site with Iron Mountain transfers the burden of caring for those records from you to them.

  5. Risk of pre-trial discovery.

    • Keeping records longer than the time periods recommended by the LVA increases the risk of pre-trial discovery of records. Information provided by these records may be taken out of context or misinterpreted, thereby damaging the City in a court of law and incurring steep legal fees.

Show All Answers

1. What is records management and who is responsible for it?
2. How can a Records Management Program make my job easier?
3. What is meant by "destruction date"? Where do I get this information?
4. What if I prefer to keep everything permanently in my office?
5. I’m a new staff member at the City. How can I find out about managing City records?
6. How do I know when records can be destroyed and how should I destroy them?