Our intranet site is a little buried, and I send the link to clients and ask
them to bookmark it. There is a lot of competition for valuable intranet
space, so I am happy enough with my location. Also, since they have me under
the bulletin board section, I can update documents myself and not rely on
the arduous and often bureaucratic and slow I/S process.

I have the following out on our site:
*       a link to our policy (there is a policy section on the intranet as
well)
*       the procedures
*       two retention schedules: one sorted by function, the other
alphabetical by series title (searchable as an rtf file)
*       directions on how to order new boxes from our purchasing system
*       IRS tax year audit status -- what tax years are open and which are
closed
*       the latest annual letter (distributed to the entire company and its
subsidiaries) from my boss, Corporate Counsel, and      the CFO encouraging
compliance with our policy
*       the Records Transfer Memorandum (RTM) required for box transfer to
our records center
*       the Vault Letter required for transfer of vital records to vault
storage
*       a schedule of any training workshops I am giving on records
management

My clients know they will find the most up-to-date retention schedules out
on the intranet site -- I update them at least annually (in January) so that
my clients know it is the newest schedule.

Our website has been very successful in getting the word out to clients and
ensuring they have the most up-to-date schedules -- before the website, when
we were still distributing paper retention schedules, there was always
someone who held tight to an old schedule.

We also use email to send rtf box reports to clients so they can search on
their holdings or keyword search reports, for example, in the case of a
litigation. Clients send us RTMs as attachments and we can easily cut and
paste lengthy descriptions into our database as we enter the data before
authorizing box transfer to storage.

Hope that helps.

Dianne Hagan
Carrier Corporation

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