Hi Mary- Anne, welcome to the listserv.

I have implemented two methods of retrieving files. 

One is a bright neon yellow sticker, approx 1in x ½ in. which gets 
attached to every individual file removed from our custody.   It 
identifies the file as ARCHIVED MATERIAL, instructs them to return it to 
the Corporate Records Centre and indicates the box number it came out of.  
 This has worked wonders in preventing employees from accidently putting 
an archived file back into the active fileroom.

Secondly, every quarter I review our database for items (files or full 
boxes) that have been retrieved and not returned.  I then send the 
requestor an email listing the item specifics (full box, file name etc) 
and the date when it was originally retrieved.  I ask them when they 
expect to be able to return the items to the Records Centre.  They will 
either return the item right away or write back indicating how much longer 
they need to retain it.



Barbara Wyton
Records Management Specialist
GLAXOSMITHKLINE (Canada)
Direct Line: 905-819-7050
Fax: 905-819-3099
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