Kelly:
Good afternoon (in PA)! I have run across the same situation at a previous
employer and to a certain degree where I work now. Since I work in the
retail world, I feel your pain! Are the boxes you are referring to at your
location or spread throughout the country at the multitude of Safeway
stores? Where I am now we do not send that many boxes offsite and the
entire process is routed through my department, which consists of me and
one FT employee. We check the transmittal forms for accuracy before the
boxes are sent to offsite storage.
The last company I was at was a little more complicated. We had over 200
retail stores throughout the country (small compared to Safeway), but they
kept most of the records onsite. The first step I took was to establish an
inventory procedure/policy so the stores could get a handle on what they
had. They numbered each of the boxes and inventoried the contents. From
there I had them send in an Excel spreadsheet detailing what was in each
box. If there were any boxes I was unsure about, I had them redo it.
Dealing with a lot of people in the field is difficult and cooperation for
the procedure/policy was gained with the help of the SVP of store
operations. We also incorporated the results of the onsite store inventory
into their internal audits so store managers knew they would be dinged on
the audit and their annual bonuses could potentially be decreased. It was
amazing how much faster the inventories were conducted and the consistency
of the results shaped up!
If you want to communicate more, then please contact me directly offline.
Thanks,
Stephen A. Smith, MLIS, CDIA+
Records Manager
QVC, Inc. Information Services
Phone - (484) 701-1559
Fax - (484) 701-1984
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Kelly_Hamilton
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OO.COM> To
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Management
Program Subject
<[log in to unmask] When we can't determine what's in a
UFL.EDU> box
10/17/2007 01:01
PM
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Records
Management
Program
<[log in to unmask]
UFL.EDU>
Good morning!
When we look in our records management software for a box that may be
required by legal, tax, etc., we are at the mercy of the people who typed
into the software what was in the box. We have name ranges, batch number
ranges, and so on in the contents field. However, when we need to search
for a specific name, or vendor, we often can't find it because we just
don't know where to look, or which boxes may be applicable.
How are others handling this issue? We've thought about requiring people
to list all the vendors contained in a box in the contents field, but that
could easily become overwhelming. Same thing for a batch number
range...although we COULD find a specific batch, we still don't know which
batch goes with which vendor.
Thanks!
Kelly Hamilton
Records Specialist
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