We have had a similar experience.  Let me state up front that the mistake was ours, not the vendor's.  A number of boxes were destroyed.  These contained some original records and some duplicates.

The beauty of having a good program is that we can identify the contents.  With that information, I personally contacted each Partner involved with the matters affected.  In some cases we were able to recreate the contents.  In others, the materials were not of sufficient value to justify the efforts to reconstruct.  For one matter, we lost materials that could not be replaced.

In a situation of this kind we write a memo to the file indicating the events that led to the problem.  Such documentation is electronically stored in a File History folder.  Similar steps are taken for any file irregularities.  I believe that documentation of our program errors only adds to the integrity.  It isn't that we make mistakes in order to make the program stronger.  Rather, because we are human, our documentation demonstrates that these are random and accidental.

Every program will make mistakes when people are involved.  Think of the efforts some manufacturers go to in order to create quality assurance.  Boeing doesn't want a single injury to a passenger.  NASA does everything within its power to protect our astronauts.  Pharmaceutical companies want perfect production runs.  Yet we all know errors happen and lives are lost.  How can a records program expect itself to be better than those professionals?  More importantly, how can a judge or jury ask more of a Records Professional than can be delivered by some of the world's best industries?

We have over 3.5 million records in our system.  Mistakes will happen despite all of our efforts to the contrary.  It is how we react to those errors that matters most.  Problems create opportunities to improve if we take advantage.  I would question a program that doesn't have documentation of errors.  What are they trying to hide?

David B. Steward
Director of Records
 
HUSCH BLACKWELL LLP
4801 Main Street, Suite 1000
Kansas City, MO 64112
Direct:  816.983.8860
Fax:  816.983.8080
[log in to unmask] 
huschblackwell.com
View Bio | View VCard


****** Begin Notice from Husch Blackwell LLP ******

Pursuant to U. S. Treasury regulations, we inform you that
any federal tax advice contained in this message (including 
all constituent email correspondence, attachments, enclosures
and/or exhibits) is not intended or written to be used, and
cannot be used, for the purpose of (i) avoiding penalties
under the Internal Revenue Code or (ii) promoting, marketing
or recommending to another party any transaction or matter
addressed herein.

****** End Notice from Husch Blackwell LLP *******

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]