Hi Maggi! Long time no see...

Similar to your comment about "seasoned" individuals, we don't do anything
more than random sampling those, but when we have people who are less
experienced in the role, our sampling is much higher. With those
individuals we ask fro a copy of the transmittal to be forwarded
independently (in addition to the one included in the box) and we review
the transmittals themselves.  If they aren't clearly written or self
explanatory... or if they relate to content that is critical, then we
review the contents to determine accuracy.

If we find problems, we work with the individuals- pull the box(es) down,
pull samples of correctly completed ones and review the issues with them.
And yes, the boxes are returned for them to re-index before we accept them.

In part I think "it depends" =)  On your volume, the critical nature of the
records and the frequency of access required.  For record series that spend
the majority of their time sitting on the shelf untouched until they
satisfy their required retention and are then discarded,  the benefit of
detailed auditing/review doesn't outweigh the potential risk.

Oh, and we don't store off-site, but WHEN WE DID, we checked 100% because
if we had to request the content back, we had no way of knowing what was
there if the transmittals weren't accurate... and if the service provider
said they couldn't find it, we HAD TO KNOW that it was there to begin with.

Larry
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-- 
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

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