Hi Kelly,
I think the only way to avoid this problem is to establish standard operating procedures and work instructions for entering a box into your RM software. The RM software is supposed to expediate finding documents in boxes for discovery, etc. It may be overwhelming to have people enter all required information in but it is better than having to pay lawyers to recall every box and search through them manually.
For the old stuff, a remediation could be done. That is, recalling all boxes stored off-site and indexing them properly. For years, people have been boxing up documents and sending to off-site storage without indexing and thinking of the consequences. Now, the company has five to twenty thousand boxes stored off-site with no idea of what is inside them. This is a very common problem in large corporations and some are taking on the task of remediating.
Hope this helps.
Jon Cohen
Rusco, Inc.
www.ruscoservices.com
267-261-2698
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Kelly_Hamilton
Sent: Wednesday, October 17, 2007 12:59 PM
To: [log in to unmask]
Subject: When we can't determine what's in a box
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
[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]
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]
|
