We have many "specimens" for our trademark files.  We put them in a box and identify them as "samples of [item type, i.e., t-shirts]" or "specimens for [trademark]" on our firm database system. For our vendor they are only identified by the client/ matter number and the box number [vendor box #].  Many vendors now have lockable plastic boxes for such items to cut down on potential theft.  GRM calls them turtle boxes.

Christie Narver, CRM
Records Manager
Rutan & Tucker, LLP
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www.rutan.com <http://www.rutan.com> 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Charis Wilson
Sent: Tuesday, September 25, 2007 2:18 PM
To: [log in to unmask]
Subject: Physical Samples from Procurement Contracts


Okay, here's an odd one for folks to ponder.  What do you do with the 
sample "copies" of items that are provided when procurring various 
materials through contracts.  We have a contract that is being closed out 
and transferred to storage that includes as part of the contract the 
sample uniforms that were reviewed in choosing the final design.

The archives doesn't want to accept the uniforms since they are "not 
records".  However, as far as I'm concerned they are part of a record and 
should be kept with the contract file.

Anyone else want to put in their two cents worth?

Charis Wilson, MLS, CRM
Denver, CO

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