My predecessor, Teresa Howard, the former Travis County Records Manager, weighs in:
An easier solution to option 2 (Making Records Analysts out of all employees) would be to provide two electronic file cabinets for every user: One for official county documents and another for convenience documents only. Then you only need to establish and publish the definition of Official and Convenience documents with an understanding that, when in doubt, file the document under Official.
You would keep the official documents indefinitely and the convenience copies for 5 years. I think any issue that would arise causing a need to search convenience copies would occur within 5 years. Remember that most emails are correspondence and the longest retention for non-historical correspondence is only 5 years. Using the word 'indefinite' rather than 'permanent' is probably more accurate and may not require Travis County to jump through all the electronic records hoops required for permanent records. We always understood that indefinitely retained records were subject to future reviews and analysis. Permanent records are not.
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