Document 5GQ5GjOKjJbgwJXDr82Veo38

1*xAdCBimnmtao Dtpmmeat Ose PPG Ptaet, SevwL FVaor INTEROFFICE CORRESPONDENCE Ptenc {<12)0*-332 Fax <412> 044*70 TO: Betty Beestrice - Hannarville Mike Brown - Monroeville Chuck Edge - Hannarville Tom Hockswecder - Allison Park Eileen Holste - O'Hara Township Kathy Kcnna Springdale R&D Lawrence Krcuer - Allison Park John Knzemchak - General Office Don Peshek - Springdale R&D DATE: March 4,1992 FROM: John Luffc - General Office SUBJECT: Record Retention QAT Attached are notes from our organizational meeting held at the Hannarville Glass Research Center on March 3,1992. If there are any changes, please send them to me. The next meeting is scheduled for March 24,1992 at the Monroeville Chemical Technical Center at 2:00 pm Lawrence Kreuer will send out an agenda prior to that meeting. R E C 6Tv E u -BA 214 WV-11038 Record Retention QAT Meeting March 3,1992,2:00 p.m. MEETING NOTES Betty Beatrice * Hannaryitle Chuck Edge Harmarviile Eileen Holste - O'Hara Township Lawrence Kreuer - Allison Park John Luffe - General Office PBESEHT Mike Brown - Monroeville Torn Hockswender * Allison Park Kathy Kenna Springdale R&D John Kuzemchak - General Office Don Pesbek Springdale R&D John Luffe and John Kuzemchak started the meeting with a review of the Records Management committee from its beginning as the Records Retention Committee to its present responsibility. The need for strict adherence to the records retention period as set Cforth in the manual was stressed. They talked about instances where records retained past \heir retention period had a negative impact on litigation. The use of Quality Action Teams to update certain sections of the Records Retention Manual had worked in the review of other sections and it was suggested that a QAT review Section 10 of the Manual. It was reported that there are no legal requirements at any level of government to keep research/techaical data for any specified length of time. The basic premise of record retention for PPG is to keep records for three yean only. This period should not be stretched. Research/technical data should be retained so long as it is needed for normal business activities. Defining bow long you need to keep information to do your job was discussed with no answers at the present time. In looking at record retention for research/tedmical data, the group should identify problems and recommend solutions. The QATshould update the manual and make it more user friendly. The QAT should not use a cookbook approach but should keep it as general as possible. A time period should be put on everything. Lawrence Kreuer was selected as team leader. A list of rules for the QAT was distributed. For the next meeting it was agreed that each member of the QAT would: Review Section 10 of the Records Retention Manual for the next meeting. Bring in a written suggestion for a mission statement Describe the type of records that should be kept beyond the three year time period and suggest a retention period. The next meeting was set for Monday, March 23, 1992 at the Monroeville Chemical Technical Center in Monroeville. Mike Brown will send directions upon receipt of these minutes. BA