Kelly:

A question that comes to mind is since the volume is so small, less that a
box worth per year, is there a pressing reason to get them out of the
office?  Could they be tracked in place and when the retention period
expires - be destroyed?  That way there is no increase in the time those
records are retained.

I know of many (Federal) records schedules that have disposition
instructions that do not include "retire to records center" or "send to
off-site storage" before the destruction phase.  In fact they say things
such as, "Keep in office for X year, and then destroy."

Tod Chernikoff, CRM

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Kelly Hamilton
Sent: Wednesday, August 29, 2007 7:31 PM
To: [log in to unmask]
Subject: [RM] Multiple years of records in the same box?

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

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present,
place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]