Nancy,

You can try this method:
When file is closed, apply year label when file can be destroyed according to your policy and procedure. Let say that file is closed on May 25, 2012, and have retention period 3 years. If you have rule current year +3, you can apply year label 2016, and when you are back at work after New 2016 Year Celebration, the first thing you will remember - it is time to destroy everything with year label 2016 .
 
Also, how do you mark contracts - by the year when contract is finished ? - the same principle you can apply for these files.
To reduce the constant shifting and re-shelving, may be you will concentrate files according to year of possible destruction, what could make your life easy, instead re-shelving all files every year after weeding ( control).
If you use any Records management System,
you probably have some kind of page that calculates availability for destruction report based on your policy and procedures - you can simply run out the report and system will provide you with the listing, after that you simply review the files for possible activity that extend the real destruction date.
 
The same principles could apply for electronic records as well, with paying attention how the system works -who has right to press the button finally.
 
Regards,
 
Alex Babin
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]