Hi Barbara.....

We have a similar process here.  I would presume that you have a bar code 
reader to read the bar codes as opposed to entering the code in manually. 
If not, purchasing a bar code reader would greatly enhance your 
procedures.

Our records management system is not linked to the vendors software. 
Accordingly, if we did away with our bar code, then we would be tracking 
records in the vendors software only.  Although my staff work with the 
vendors software all the time, there would be a learning curve for all 
other users.  As well, we can determine the look and feel of our records 
software.  Using only the vendors software, you have no means of 
configuring it or making their software more user friendly.. 

Off hand, I would continue on as you have in the past.  If the vendors 
label falls off, yours may still be attached.  Without your barcode, you 
are relying on the vendor to track boxes for you.  What happens if your 
relationship with your vendor goes sour, and you need to move to another 
vendor?  Will the new vendor be able to read the old bar code? 

For the little extra work, I would consider other process improvements.

John Annunziello, CRM, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
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