I had this instance quite a number of years ago. I created an inventory
of the contents of the cabinets and then created a certificate of
destruction with the inventory attached. Noted/Filed the Certificate along with the
record series, inventory and appropriate retention period and final disposal
date in the file of Destruction Certificates. That way it was recorded as
found/destroyed in accordance with the appopriate method/time frame.
Some times we overthink. The important thing is to record the event
properly in a manner it can be retrieved.
Trudy M. Phillips
Business Consultant
"Bringing Order Out of Chaos"
205-699-8571 Fax 205-699-3278
In a message dated 12/28/2010 7:14:38 P.M. Central Standard Time,
[log in to unmask] writes:
Here's an interesting question for a slow week:
What best practices have you used to document the destruction of print
materials that have never been recorded in an offsite storage database - i.e.,
they never went to offsite storage - for a company that does not have an
automated records management system? In my work I sometimes come across
outdated records that had legal value at one time but have exceeded their
retention periods and no longer need to be retained. Usually the materials
are in print, have been sitting in a filing cabinet for a long period of
time, and there is no official record of their existence in any database. In
certain instances I feel it would be prudent to have a record that the
materials existed so that I can associate data about the records with data about
their final disposition. Ordinarily, the way that I might do this is to
create a box in our offsite storage system, populate the contents of the box
and then "destroy" the box in the system. However, I don't want to do
this because our storage company will charge us for the dummy transactions.
Unless you have an extremely accommodating storage vendor, they won't be
willing to do this kind of data manipulation for free (and don't get me
started on this tangent). Has anyone devised a more creative solution to this
problem than developing/maintaining a cumbersome excel spreadsheet or access
database?
--Lee
[cid:image001.jpg@01CBA6AE.B9E230C0]
Lee R. Nemchek, MLS, CRM
Vice President, Records Management
Oaktree Capital Management, L.P.
333 South Grand Avenue, 28th Floor
Los Angeles, CA 90071
p +1 213 830-6252 f +1 213 830-8504
[log in to unmask]<mailto:[log in to unmask]>
www.oaktreecapital.com
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