Hi, Renee!

Back up the trucks is not an option at all, much less a lean one.
Inventorying every box will not only take time to do, it will also increase
the number of mistakes you will make. Manual labor can equal errors,
particularly when the employees are not yours and do not care as much as you
do. Yet using your own employees will be doubly costly.

One of your options is to do a random statistical sample using your own
employees. Sample every x number of boxes to get an idea of what is in there
as well as how consistently the boxes are packed. You may need someone with
statistics like a 6 Sigma belt to help you with the numbers. After your
initial survey, you may decide that you have enough information to determine
how long to keep all the boxes (gigantic bucket), or you may be able to
identify sets of boxes within the larger one that need more research or fit
nicely into your existing retention schedule (big bucket). Keep in mind that
the boxes will represent how business was done one year to more than a
decade ago, not how it is done now, so you may need to add some records
series to your retention schedule in order to dispose of them.

This is counter to our instincts as records managers who believe in a 100%
solution. However, in a world with so many boxes and servers, there are no
more 100% solutions, there are only reasonable solutions. The courts are not
asking for perfect, only good.

Best wishes,
Carol

Carol E.B. Choksy, PhD CRM PMP
CEO
IRAD Strategic Consulting, Inc.
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Adjunct Lecturer
School of Library and Information Science
Indiana University, Bloomington
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