Roger,

Adding additional files to the off site records facility should not be a problem if you track and index each file in all of the containers with a good records management software suite. Storing the records in cartons or on open shelving and then merging new files into them will certainly be labor intensive, as would indexing each container of files. With creating an index you have the extra advantage of creating a detailed accurate inventory of every file in your possession. 

Additionally, if you leave open space in cartons or on shelves for interfiling, you are essentially wasting space and/or boxes while waiting for the new files to be sent over and interfiled. With indexing you can maximize storage density in your facility. 

Indexing also allows you to find the file everytime, regardless of filing errors. If they are filed alphabetically and John Smith is filed in the Johnson-Jones box, you will still be able to find it using your index. You probably couldn't by just merging and interfiling new files. 

As far as your limited budget and labor are concerned, most software packages allow multiple remote users. This could allow you to put the responsibility for creating the index for each carton on the HR department.

In my opinion, indexing is preferable to interfiling. 

Wm. Scott Hambrick
President
Data Storage, Inc
www.datastorageinc.com
7370 E 38th St
Tulsa, OK 74145
918-664-6164




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