I think you should begin by finding value in the fact that people are indeed recalling and using the records.  That is the primary purpose of having an archive.  Collect metrics on this activity to learn from the usage and justify the funding for the program.

The second priority is just what you said, educate the users that transference of the records means that they are responsible for the protection and preservation of those records.  Perhaps incorporating some kind of signed understanding of this relationship can become part of your delivery process.

There is nothing wrong with some kind of gentle reminder going on a regular schedule in case some users have forgotten about the records.  You can also survey and interview to better understand how these materials are used when retrieved.  It is important to determine the cost/benefit between long-term retrieval versus permanent removal.  No sense in paying for unused space at an offsite facility.

Finally, you do have the responsibility to protect records that have historical value.  Perhaps these do require a regular follow-up plan.  There is a difference between retrieving and using operational records and the long-term holding of records that have unique value.  Odds are that the operational records are being used by the same departments that created those records.  That makes sense.  But records with true archival value do need to be handled in a manner that preserves the rights of all parties to continued access.

My quick and random thoughts to your inquiry and worth every penny that you spent to obtain them!

David B. Steward
Director of Records
 
HUSCH BLACKWELL LLP
4801 Main Street, Suite 1000
Kansas City, MO 64112
Direct:  816.983.8860
Fax:  816.983.8080
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