Hi Julie,
 
From my point of view, it is better to check the rules you follow up.
Shorty, I would put the date range, as it shows when the case starts, and the date when permit has been issued.
Also, although the records are considered as permanent, it makes sense to enter the last date for permit.
It may be useful when Business section needs to know about possible renewal dates of permits, and also good for upplying closing dates.
 
Regards,
 
Alex Babin
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-----Original Message-----

Subject: [RM] Indexing Permanent Records


Good morning all!

I work for a government agency and my department is in the process of indexing records we found in storage that don't have descriptions or date ranges associated with them. I came across some active permits (permanent retention) with backup files/supporting docs and I think we need to capture a date range for the entire permit file which includes dates from the supporting docs (e.g., 1989-2001) but some folks in my department only think it's necessary to capture the date that the permit was issued (e.g., 2001). Can anyone give me any reasons why I would/would not need to capture the entire date range of the file?

I'd also be interested to know where I can find information like this on the web, or if there is a comprehensive Records Management Manual that you would recommend. I've read a few manuals but they really do not provide specific information/address my questions.

Thanks in advance!

Julie Collier
Records Management
South Florida Water Management District
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