On Fri, Oct 11, 2013 at 8:29 AM, Collier, Julie <[log in to unmask]> wrote:

> Good morning.
>
> I'm trying to find a solution for an ongoing (and in my opinion, a very
> serious) problem. Let me try to explain, without getting into too much
> detail.
>


Have you considered developing a web based form with pull-downs that they
have to select something from a fixed set of attributes for fields to
populate the form for a box number?  That way they'd have to select
something that exists within your record series titles.

Or better yet, make the box number "unintelligent" and have a database that
describes the content- then if you're storing records offsite NO ONE ELSE
knows what's in the boxes.

Our policy/procedure tells records custodians how to pack a box, what can
(and can't) go in a box, how to complete a transmittal, and then we assign
them a box and 'seat number'.  In your case, you could require them to
forward a copy of the transmittal/box listing for review, then YOU COULD
assign the box number to them. When they send the box offsite, you should
receive a seat number and/or vendor's identifier for the box, and that
could be added to the database, along with a scanned copy of the box
listing.

Larry
[log in to unmask]

*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

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