The challenge is that the boxes are not labeled by year or any other identifier. 90% of what is in boxes is retained digitally at the corporate office. The missing info is client notes and those may or may not be retained corporately.
Legal is very involved and the suggested approach is to apply the retention rule and dispose accordingly. The challenge is that it may take years to get through all of the boxes. Looking for anyone that may have found an approach outside of that.
Renee K Schroeder, MBA
Manager
Corporate Records Management
Appleton, WI
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Fern Phillips
Sent: Friday, May 11, 2012 8:40 AM
To: [log in to unmask]
Subject: Re: Question about options for large purge
Renee
In addition to retention schedule, you will need to know the age of the materiel and whether any of it is ever retrieved for reference use. During retrieval you could inventory. You could set an arbitrary date such as ten years if it is never used, and while disposing check for certain information required by law to be retained for the organization. Check with your legal department for help. The other question is whether these are duplicated in digital form or whether duplicates exist elsewhere?
Fern Phillips, CRM
www.pfern.info
www.fernsblog.wordpress.com
--------------------------------------------------
From: "Renee Schroeder" <[log in to unmask]>
Sent: Friday, May 11, 2012 6:56 AM
To: <[log in to unmask]>
Subject: Question about options for large purge
> Problem: 1,000's of boxes at offsite offices (nationwide) that
> consist of historical client related materials. Introducing RM to our
> field offices and have to clean up the historical and train on go
> forward process. The most conservative approach would be to inventory
> each box...however, would take years to complete and $$$$.
>
> Question: I am looking for feedback on process solutions for the
> cleanup that would not require that we go through each box. Does
> anyone have an approach that mitigates risk and is still a lean
> process? For example, leanest process would be to "back up the trucks" and shred everything.
> Perspective on risk of that approach? Is it defensible? Anyone have
> ideas on variation of the total shred?
>
> Would welcome folks experience in this area.
>
> Renee K Schroeder, MBA
> Manager
> Corporate Records Management
>
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