Irene,
Here are few thoughts:
One of the foundations, I believe, of data/information management is NEVER, EVER remove data. If I have it, I keep it. I may move data to another field, or export the entire record, but I do not delete or overwrite. That being said, of course there are instances when I do. Yours is a situation when I would not. I move data to different fields. Data must be retained.
My database has "extant" and "extinct" fields. The "extant" field reflects an items current physical location and the "extinct" field reflects the reason the item was removed from the Records Center. No record can have an entry in both fields and every record must an entry in one fields.
The database has, for example, a "Shelf" field. I also have (which is masked from everyday view) an "Archived Shelf" field. If a box is transferred from the RC to off-site storage, the item's "Shelf" field info is migrated to the "Archived Shelf" field and the "extant" field is changed from RC to Bayshore.
Every physical item has a unique bar code number. Each record in the database must have a unique entry. Another fundamental: One physical item, one electronic record.
For me, it all flows or follows from adhering to a few fundamental "principles" and conforming the database (and procedures and practices) to those fundamentals.
Richard
Morris James LLP
Richard B. Loringer
Records Manager
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Irene Eklund
Sent: Friday, October 08, 2010 11:56 AM
To: [log in to unmask]
Subject: Storage Database Standardization
Hello Everyone,
I am working on a project in order to standardize the way information is
entered into our storage database. This database is run through
Microsoft Access and allows us to track the files we have sent off site
to our off site storage company.
Information which we can currently enter and track in our database is as
follows - (1) File Number, (2) Storage box number, (3) Department, (4)
Storage Date, (5) Destruction Date (we enter a standard 10 years from
the storage date for this), (6) Closed Date (date the file closed out),
(7) Attorney, (8) Client, (9) Claimant, (10) Box Contents, (11) Notes,
(12) Recall Date, (13) Recall Return Date, and (14) Recall Requested by.
There has been some debate among the Records staff members on the best
way to standardize certain entries into the storage database. In
particular, I am looking for feedback on ways that you would "best
recommend" standardizing entries for the following situations -
1) How do you handle an entry when you recall a file from storage that
is being reopened? Do you delete the record? Do you leave the
record? Do you override the box field and enter in the word "remove"?
2) How do you handle an entry for files/boxes that have been permanently
removed from storage?
3) A file is recalled from storage that is not being reopened but the
box has been returned to storage? How do you handle updating the
database? Do you override the existing entry and completely change the
box number? Do you make a whole new entry? If you make a whole new
entry, what do you do with the existing entry in the database? How do
you avoid having duplicate entries
4) How do you generally ensure that your records are kept up to date
when files are removed from boxes?
Thank you for all your helpful information and feedback
Irene Eklund
Records Specialist
Donovan Hatem LLP
Boston, MA
Irene Eklund
Donovan Hatem LLP
Seaport East
Two Seaport Lane
Boston, MA 02210
617.406.4607 (direct)
617.406.4501 (fax)
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