Hi Mary-Anne,
 
Welcome to the Records Management and Archives Wonderland!
 
The oldest way to keep track of your wondering files and boxes is to write the loans into book out and to check it regularly.
The next steps are connected with technology.
If your organization could afford to buy program for records management, OmniRim for example, it will make your life easy.
OmniRim allows you to keep track of files and boxes in and out and... efficient.
There are some logistic and HB problems.
If you are the only person who allows to give file or box out, you can place the RED OUT CARD and to remain people on regular basis to return the files/boxes.
 
If you can, you can try to establish your own space on INTRANET, that allow you communicate across the Corporation on regular basis.

Another important step is to speak with HR.  If you remember, according to HR rules the person who submit letter of resignation or is moved to another position or location, should bring the blank where related bosses and division put their signatures, other ways the person will not receive the final payment.
 
It is normal that during Records Management Week, in some organizations Cleaning Week, to send general e-mail to every one with Request to Return the files.
 
And the last thing is the suggestion to check the possibility to put in every borrowed file or box the electronic mark, the same as in Library books, and periodically go through workplaces with portable detector that will find the files that used to keep chair hire or lying on the floor under the table as base for foot support
 
Regards,

Alex

 


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