We currently detail our off-site storage boxes to the file level (in some
> instances, depending on contents, to the document level).   Upper
> management is now strongly considering having the departments supply us
> with only a Records Series Number,  RS Name and a general description
> (including date range) of the contents.    Records Management has come up
> with umpteen reasons why this is not a viable option for us but we have
> yet to persuade them.
>
> is there anything else you can suggest for us to use to argue this point?
>

If this is the way they want to go, then simply send out a notice to your
users that effective tis date, any requests for records will need to be
submitted at the box level rather than the folder level, and the entire box
will be returned to them, because contents are no longer being indexed at
the folder level.

If management's intent is to shift the work/responsibility to RM and is not
providing additional staff, then RM can't be expected to index the contents
at the folder level, nor to search each box to locate folders that are
unidentified to locate a folder a client wants.

This change shouldn't negatively impact how much effort RM is required to
put forth to do their job by shifting duties from other staff to RM staff,
so if they don't see the value in having it done, it shouldn't be done at
all.

It will reduce front end labor costs, potentially increase risk by not
ensuring contents are appropriately retained, and increase costs for
shipping and back end staff costs to search boxes and return them after they
pull what they need.

I'm not saying that any of this is good or bad, but management usually only
sees one aspect of making a decision on these types of issues.. it's a
simple case of "picking the low hanging fruit" when it comes to reducing
costs without thinking through the entire process and subsequent impacts to
service levels and risks.

Larry

-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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