Hello,

 

I am a new librarian who has no real records management experience so I
thought I'd ask people who do this kind of thing for a living.

 

Our law firm has a client, a company that has been sold and is now
publicly traded.  A few years ago (before I was in the library) our firm
established a 'data room' with a couple hundred 3 ring binders
containing everything you'd want to know about this particular company. 

 

These binders are currently divided in to 20 sections (including General
Information, Financial Statements, Financing Agreement,
Taxation/Assessments, Insurance Policies and Claims, Litigation and
other Legal Proceedings, etc) coded with a very simple 1,2,3-A,B/C
numbering system (we have no computer system to do this type of thing so
it has got to be a manual system that we use).

 

For example, the topic Audit Letter for year ended 2002 would be
designated the number 6.A.1. 

 

6: Litigation and other Legal Proceedings

 

            A: Litigation and Possible Claims, 

 

                        1: Audit Letter for year ended 2002). 

 

The deepest level of numbering is 3 levels and any subsections beyond
the letter Z become AA, BB, CC, etc.

 

Now that the company is publicly traded, they would like to be able to
add and withdraw material to/from the binders to keep them up to date
and this numbering system does not seem to be conducive to (and was not
designed for) adding new information. I am looking for suggestions for a
more flexible indexing system that will easily be able accommodate new
information as it comes up. 

 

Any assistance would be much appreciated.

 

Sincerely,

 

Alexis Gaston

Librarian

THOMPSON DORFMAN SWEATMAN LLP

2200 - 201 Portage Avenue

Winnipeg, Manitoba  R3B 3L3

ph. (204) 934-2449

[log in to unmask]


List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance