25 Year Retention period - Records of destroyed or discarded controlled documents

Thread Attachment browser
S

Skyking115

#1
#1
In my company we will retain all job records for 25 years (we've only been in business for 17 so far). Now, my question is how can we keep track of when 25 years is up (on a master list)? and who is usually responsible for something like that? All suggestions are greatly appreciated. Skyking115
 
QMS for Life Sciences
Elsmar Forum Sponsor
J

Jim Biz

#2
#2
Just 2 cents worth--

How many records/documents? How long do you legally need to keep/archive all or any part of them??

Possible to scan them into a computer database? - even if you needed to dedicate one or two hard drives for them?

Reagrds
Jim
 
S

Skyking

#3
#3
How many depends on what is sold. We are responsible for maintaining them for 20 years. As to scanning them in, it's hard enough to get them to buy software more or less a scanner.
 
A

AJPaton

#4
#4
In our industry, we have a legal responsibility to keep records for 15 years. Have tried to argue electronic copies as adequate records, but legal department refuses.
Before you go electronic you might want to check your legal footing too.
Our grudging solution-filing cabinets with orders in ~ chronological order. We lose a lot of floor space to them, but it does make it easier to trash paperwork when due. And retrieve for lawsuits.

AJP
 
W

Wallybaloo

#5
#5
Got a question for Sky before I know whether or not to stick my nose in this. Why 25 or 20 year retention? Is this a "Life of the Product" (ISO 13485/EN 46001 medical device) issue? A production plus 5 year (Medical Device Directive) issue?

This seems like a long retention time and I'm wondering if you can't begin by making a change there.
 
S

Skyking

#6
#6
We build firetrucks and the NFPA requires that you are responsible to keep records for 20 years.
 
J

Jim Biz

#7
#7
What works for us ... with the ones we don't scan is to keep the current - 5 yrs available in office file cabinets - then we take what hard copies we need to keep - longer (some 7-10 years)index & "archive store" them by date in back room storage boxes. It took a while to convince our upper level folks to invest in a scanner too but we found the 150-200 well worth the reduction in storage space.

Regards
Jim
 
Marc

Marc

Hunkered Down for the Duration
Staff member
Admin
#8
#8
Anyone with current thoughts on recording what controlled documents are destroyed or disgarded?
 
Wes Bucey

Wes Bucey

Quite Involved in Discussions
#9
#9
Marc said:
Anyone with current thoughts on recording what controlled documents are destroyed or disgarded?
Click to expand...
In my opinion, "destroyed" is destroyed.

What's the sense of discarding a document if you are going to create another document to record you destroyed it?

If you have a policy that dictates WHEN a document will be destroyed, that is sufficient notice for parties.

The attachment is a copy of the American Bar Association's sample document retention policy. Obviously it :ca: . You will note some documents are suggested to be kept forever.

I was particularly struck by this item:
Press Releases/Public Filings​
The Company should retain permanent copies of all press releases and publicly filed documents under the theory that the Company should have its own copy to test the accuracy of any document a member of the public can theoretically produce against that Company.​
Click to expand...
 

Attachments

H

Helmut Jilling

Auditor / Consultant
#10
#10
Wes Bucey said:
In my opinion, "destroyed" is destroyed.

What's the sense of discarding a document if you are going to create another document to record you destroyed it?

If you have a policy that dictates WHEN a document will be destroyed, that is sufficient notice for parties.

The attachment is a copy of the American Bar Association's sample document retention policy. Obviously it :ca: . You will note some documents are suggested to be kept forever.

I was particularly struck by this item:
Click to expand...


I agree that there shouldn't be a need to record what is destroyed. When it is gone, it is unavailable. There is no need to list that it is unavailable.

However, personally, I don't have any problem with attorneys recommending certain records be kept permanently. Most if not all of my clients have some records which will be permanent. The US Gov. has mountains of records from ages ago. Each company can decide for themselves.

There is much to criticize attorneys for, but I wouldn't begin with record keeping practices.
 
You must log in or register to reply here.
Thread starter Similar threads Forum Replies Date
T MDR - Regarding the “Retention Period” of Documents and Records CE Marking (Conformité Européene) / CB Scheme 6
x-files Control of Records - Retention Time vs. Retention Period Document Control Systems, Procedures, Forms and Templates 5
T Retention Period for IQA (Internal Audit) Records Internal Auditing 12
L Customer Requirements related to Retention Documents and Records period Records and Data - Quality, Legal and Other Evidence 1
N ISO 13485 Quality Record Retention Period ISO 13485:2016 - Medical Device Quality Management Systems 4
A Determining Retention Period for Medical Device QMS documents Document Control Systems, Procedures, Forms and Templates 5
R Retention Period requirements for DMFs (Drug Master Files) US Food and Drug Administration (FDA) 4
R Verifying Documents have been removed or destroyed once the Retention Period expires ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 12
K Retention Period Requirements for all Documents in ISO9001:2008 ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 5
S Minimum Record Retention Period for ISO 14001 Records and Data - Quality, Legal and Other Evidence 2
M Confused about Control Plan and PFMEA Retention Period Document Control Systems, Procedures, Forms and Templates 2
D Can we destroy original paper files before retention period if we scan them? Records and Data - Quality, Legal and Other Evidence 17
Anerol C Retention Period of Dead Time Sheets Records and Data - Quality, Legal and Other Evidence 8
P ANSI NCSL Z540.1 Calibration Record Retention Period General Measurement Device and Calibration Topics 3
Ajit Basrur Sample Retention - Quantity, Retention Period, Storage ISO 13485:2016 - Medical Device Quality Management Systems 15
G Bombardier Aerospace Imposes Infinite Record Retention Period Records and Data - Quality, Legal and Other Evidence 2
R Document Retention - Discard hard-copies after scanning? ISO 13485:2016 - Medical Device Quality Management Systems 2
M Defining and Documenting Record Retention CE Marking (Conformité Européene) / CB Scheme 4
Q AS9120B flow down to external providers: Records Retention AS9100, IAQG 9100, Nadcap and related Aerospace Standards and Requirements 2
WEAVER Retention of golden samples for GR&R Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 0
L VDA 1 Documented Information and Retention (new revision 4, August 2018) VDA Standards - Germany's Automotive Standards 0
Gman2 Quality Record Retention (Internal Audits, CA's) ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 9
S Mobile app data privacy - Length of record retention in a software app Medical Information Technology, Medical Software and Health Informatics 1
L Pest Control Log Retention Time Frame ISO 13485:2016 - Medical Device Quality Management Systems 5
S. Moore Record Retention - How long must a company keep the following records? Records and Data - Quality, Legal and Other Evidence 17
K Our local sterilizer is closing - Record Retention Question 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 1
C Record retention for defunct customers? ISO 13485:2016 - Medical Device Quality Management Systems 11
D Document Retention Policy IATF 16949 - Automotive Quality Systems Standard 5
B Interpretation of Customer Specific Requirements of Continental - Records Retention Customer and Company Specific Requirements 6
T Record Retention Requirements - IATF 16949 Clause 7.5.3.2.1 Records and Data - Quality, Legal and Other Evidence 15
D PMA A&P Document (i.e. Promotional Brochures, Flyers) Retention Requirements Other US Medical Device Regulations 10
J Retention Requirements of Complaint Medical Devices Customer Complaints 2
Pmarszal FDA Global UDI Database: Record Submission Retention Other US Medical Device Regulations 1
WCHorn Flowdown of Aerospace record retention requirements (AS9100) AS9100, IAQG 9100, Nadcap and related Aerospace Standards and Requirements 4
L GMW15920-2010 Records Retention for GM Customer and Company Specific Requirements 3
S Retention time requirement for various for quality records Records and Data - Quality, Legal and Other Evidence 1
V Tie-wrap pull test to verify contact retention Manufacturing and Related Processes 6
P Records Retention and Disposition - ISO 9001:2008 Requirements Records and Data - Quality, Legal and Other Evidence 5
D Production Record Retention Requirements Records and Data - Quality, Legal and Other Evidence 9
V Inactive Gauge Retention Time - PPAP Section 6 Requirements APQP and PPAP 1
D Contact Retention Tools Question General Measurement Device and Calibration Topics 3
C Financial Records Retention Requirements for a Manufacturing Company Records and Data - Quality, Legal and Other Evidence 3
S Retention of Training Records question Training - Internal, External, Online and Distance Learning 2
S Are there any new FDA requirements on Record Retention ? US Food and Drug Administration (FDA) 4
J Should Documents and Records Retention pertaining to Implants retained for 15 years? Document Control Systems, Procedures, Forms and Templates 7
C Retention of Clinical Trial Data after a Clinical Trial has ended Pharmaceuticals (21 CFR Part 210, 21 CFR Part 211 and related Regulations) 5
H Layered Process Audit Hard Copy Records Retention Records and Data - Quality, Legal and Other Evidence 6
S Aerospace Record Retention Requirements Records and Data - Quality, Legal and Other Evidence 5
F AS9100 Records Retention Time Requirements AS9100, IAQG 9100, Nadcap and related Aerospace Standards and Requirements 1
D Question... Record retention Prior to FDA NDA application and approval Records and Data - Quality, Legal and Other Evidence 3
Similar threads
Top Bottom