Event-based records use case: business rules for unknown event dates

Description of the organization

An international financial institution headquartered in the US with over 270,000 employees operating in more than 30 countries. Services include consumer and commercial banking, insurance services, investment banking, and wealth management.

Challenge

Ensure the timely disposition of active hard copy records in off-site storage when the event date to calculate destruction eligibility was unknown or in the future. Original efforts focused primarily on providing training and tools (retention schedule, job aids, inventory tracking systems) for those who must ensure that retention event dates are applied to all records considered closed/inactive. Despite these efforts, approximately 1.6 million boxes remained in storage without event dates.