The permit is accessed by the permit number, which will be included in the description.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Creamer, William
Sent: Wednesday, June 12, 2013 10:56 AM
To: [log in to unmask]
Subject: Re: Indexing Permanent Records
Julie,
You first need to know how users/requesters will want to access a record. Once you know that, then the retrieval data you need to capture will be known. Without knowing that we can only guess, but my best guess would be that, in terms of dates, you just need to capture the permit issue date. I'm basing my assessment on the idea that: that date would be the one most likely to be known by the user/requester.
Bill Creamer
Records & Conflicts Manager
212.728.3448
[log in to unmask]
-----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
Email [log in to unmask]<mailto:[log in to unmask]>
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