Melissa,
Some thoughts, not intended to be all inclusive:
1. Set out in writing which records will be retained and which will be destroyed (using your records retention schedule).
2. Estimate the volume of both
3. Estimate the hours needed for the audit. (Ex: 1 hr/box x 6000)
4. Find out what your deadline is.
5. From #'s 3 & 4, determine the number of staff you will need.
6. Include in project hours time to train project staff on all procedures for the audit.
7. Determine how/when in this process disposal authorizations will be submitted and approved.
8. Plan for transportation of keepers/determine price.
9. Plan for destruction of "destroyees"/determine price.
10. Put together a budget that includes all of the above activities.
11. Submit the outline to your supervisor.
Good Luck,
Gary Link, CRM
Corporate Records Manager
Astorino
227 Fort Pitt Boulevard
Pittsburgh, PA 15222
412.765.1700
412.765.1711 Fax
www.astorino.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Forshee, Melissa
Sent: Tuesday, April 26, 2005 12:18 PM
To: [log in to unmask]
Subject: I'm a new subscriber with a question.
Hello to all,
My name is Melissa Forshee and have just subscribed to this list. I am
a Records Analyst with a mid-size pharmaceutical co. in Southeast
Pennsylvania and have been tasked with building an outline for the
planning of physically auditing approx. 6,000 12"x18"x10" containers at
our current off-site facility (way back when the company was much
smaller a lot of paperwork that should not have been kept was sent and
we need to go through each box to separate keepers from destroyees),
then be moving/migrating them to a new off-site storage facility. I've
never done such a thing before and wondered if there is someone out
there who has been involved in a project of this size and can maybe
point me in the direction of any tools that can give me a rough idea of
manpower needed, timelines involved--we figure it could take as long as
16 mos., etc. Any help would be greatly appreciated. Even pointing me
in the direction of literature, etc., that has helped others.
Thank you all in advance for any input you may be able to provide.
Melissa Forshee, Records Analyst
610-738-6479 (86479)
[log in to unmask]
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