I would say do not allow this.

The solution is to fill the box with records of another series, but ensure
the retention period is the same as the first group of records.  In this
way, you will not have to go back to the box year after year to purge the
records that are to be disposed of in that year.

Kind of a convoluted answer, but I think you get the point.

Your first way was very labor intensive and you would end up storing part
boxes all over the storage area.

On 8/29/07, Kelly Hamilton <[log in to unmask]> wrote:
>
> Good afternoon all!  I have searched through the archive back a couple of
> years, and I can't find anything related to this particular question.
>
> We have some smaller business units that want to box up their records.
> However, they don't have nearly enough of one type of record for a single
> year to fill a box, so they want to put multiple years' worth of a record
> series into the same box.
>
> Are there any other organizations that allow this practice?  On one side,
> we're thinking that for some departments that would have a low risk of
> litigation, then it would be fine.  The boxes would be destroyed according
> to the retention schedule, and would occur based on the date of the latest
> document in the box.  However, on the other side, this could open
> Pandora's
> box, so to speak, unless we put some controls in place (should we decide
> to
> say 'yes' to this practice).
>
> Please let us know if you allow this practice, and what criteria/controls
> you give to your users.
>
> Thanks!!
>
> Kelly Hamilton
> Records Specialist
>
> Safeway
>
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