Gary,

Years ago when I worked for a natural gas pipeline company in Houston,
we implemented a huge records cleanup program that helped us rid
ourselves of over 33% of the records that occupied the 6 floors of the
building we were in (either via approved destruction or transfer to
offsite storage).  We were so successful that we were able to give up
one entire floor in that building.

In order to stay clean, we developed a new practice (I'm not sure it was
a formal policy) that said any and all approvals for new file cabinets,
file room shelving, or any other records storage-related type equipment,
had to first be approved by the records manager (me).

When these types of requests went to the Facilities or Purchasing
departments, they were re-routed to me for approval.  I'd then check
with the requesting department manager to better understand why they
needed what was requested.  I'd also check their retention schedules
against their onsite population to make sure the schedules were being
followed, as those  retention schedules back then included active
(onsite) and inactive (offsite) retentions periods.

Of course I had developed a process (and forms) for all of this, so that
I could document my decision in case it was challenged later on (and
some were).  Basically they had to make a case as to why they wanted the
extra equipment, especially since we had just recently cleaned up their
area.  Each request was resolved on a case-by-case basis whereby a few
were approved--if they made a good argument, but most were not.

As the RM, my decision was final... ah, having such power felt so good
back in the good ole days!  Good thing I never let it go to my head...

Thanks.
Earl

Earl Johnson, Jr.
Consultant (Millican & Associates) to DHS Records Management
Department of Homeland Security
7th & D Street SW, Room 3636-22
Washington, DC 20528
Office:   (202) 205-5803
E-mail:  [log in to unmask]

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