I just had someone ask me how I would know where to look in the destruct
log to find a particular record.  We maintain a database of all records
in storage. They are listed at document/file level (where possible) and
grouped by box. Each box has a status code - I = in storage, O = boxed
and waiting to be put in storage, D = destroyed, and M = missing. When a
box is destroyed, the status code is changed and the destruct date
entered for that box.  I can use the destruct date and box number from
the database to go to the appropriate destruct log to locate the record.

We are in the middle of creating a similar process for our electronic
records so we know when they were purged (deleted) from the SAN.

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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