>>
How should it be recorded within the records management database (eg, Is 
the box destroyed and removed from the database entirely? Or is it kept 
in the database with the archive used as the permanent location?
<<

In a previous job using a database of my own design, when I destroyed a 
box I left the entry in the database but also had a field for the destroy 
date and numeric code that referenced back to the particular Destruction 
Authorization form. Likely you will find it typical that people leave the 
entry in their database with the new status whether it be destroyed or 
permed out or sent to archives.

<<
- How many copies are worth keeping in the records side after moving 
materials over to the archive? For example, I am keeping up to 3 copies of 

each annual report if available for the archive, but we are also still 
keeping a small amount in the records management database and I don't 
think we need more than a couple. Is there a general guideline for 
determining the amount necessary for retention on the records side once 
that material is in the archive as well? 
>>

No standard that I know of. Typically the "Transfer to Archive" happens 
for all copies at a point pre-determined that the record is no longer 
needed for more active business purposes. Although some orgs may send a 
copy or two of things like annual reports straight to their archives upon 
creation while keeping more active RIM system. Maybe it depends on how 
easily staff can access copies in the archives, if you can check them out, 
etc.

Gary Link
Pittsburgh, PA
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