We use two databases, ours (records all items in our on-site Records Center and some records off-site) and our storage vendor's. If I come across a paper record that I want to document the existence and destruction of, I can easily create a record in our in-house database, mark the database record to indicate that the paper record has been "Administratively Removed," and attach a CoD if need be. We have no ARMS system and there would be no need for me to involve our off-site storage vendor.
Morris James LLP
Richard B. Loringer
Records Manager
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500 Delaware Ave., Ste. 1500 | Wilmington, DE 19801-1494
Mailing Address P.O. Box 2306 | Wilmington, DE 19899-2306
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www.morrisjames.com
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Nemchek, Lee
Sent: Tuesday, December 28, 2010 8:14 PM
To: [log in to unmask]
Subject: Documentation of Destruction
Here's an interesting question for a slow week:
What best practices have you used to document the destruction of print materials that have never been recorded in an offsite storage database - i.e., they never went to offsite storage - for a company that does not have an automated records management system? In my work I sometimes come across outdated records that had legal value at one time but have exceeded their retention periods and no longer need to be retained. Usually the materials are in print, have been sitting in a filing cabinet for a long period of time, and there is no official record of their existence in any database. In certain instances I feel it would be prudent to have a record that the materials existed so that I can associate data about the records with data about their final disposition. Ordinarily, the way that I might do this is to create a box in our offsite storage system, populate the contents of the box and then "destroy" the box in the system. However, I don't want to do this because our storage company will charge us for the dummy transactions. Unless you have an extremely accommodating storage vendor, they won't be willing to do this kind of data manipulation for free (and don't get me started on this tangent). Has anyone devised a more creative solution to this problem than developing/maintaining a cumbersome excel spreadsheet or access database?
--Lee
[cid:image001.jpg@01CBA6AE.B9E230C0]
Lee R. Nemchek, MLS, CRM
Vice President, Records Management
Oaktree Capital Management, L.P.
333 South Grand Avenue, 28th Floor
Los Angeles, CA 90071
p +1 213 830-6252 f +1 213 830-8504
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www.oaktreecapital.com
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