Hello Nancy,

You have an interesting situation regarding flagging records for
destruction, but it is one I may be able to help with.

Check out www.mobillogic.com and note that it is a filing reminder system for
paper and electronic files keeping all info together in the same
place. It is multiple levels deep and also has multiple reminders
regarding each level. Set the reminders when you place the file in  
it's assigned space and never shift files again.

One of the reminders is specifically for records destruction on a  
certain date. Since there is an e-mail reminder sent to the  
appropriate person pre destruction date and then a second e-mail  
reminder at a time period closer that you determine and set in  
advance, it will send the messages regarding the approprite action at  
your convenience, not the system's.

There is more information on the site but if you have questions please  
let me know. I will be happy to schedule a demo with you at your  
convenience if you would like to see the program.

Have a good weekend!

Lee

Lee Donald
www.mobillogic.com
www.organizingassociates.com
P 251 343-3999
F 251 343-3951

Serving satisfied clients since 1992.

Quoting "Freeman, Nancy - APHIS" <[log in to unmask]>:

> All,
>
> I need some tips and hints to pass on regarding marking or flagging  
> files for destruction.  Here's the background and a refresh of who I  
> am.
>
> I work for a wildlife research facility which is part of the USDA,  
> although we're several bureaucratic layers down.  We're a small  
> slice of government heaven, about 150 employees at headquarters and  
> throughout the US.  A staff person here is responsible for the  
> Worker's Comp program and given our size, he does other duties too  
> as our volume of Workers Comp files are small.  As an aside, we have  
> a small volume of just about every other type of record except  
> research data.   My dealings with Worker's Comp files are to make  
> sure retention is followed, which is 3 years after the case is  
> closed or when deadline for filing a claim has passed. (that's from  
> our records management schedule and Worker's Comp Program.)
>
> Our parent agency wants to standardize how agencies handle their  
> Worker's Comp records and to that end, is developing a Standard  
> Operating Procedure (SOP).  When I reviewed the SOP, I was troubled  
> by a statement that "all files will be purged periodically according  
> to a set schedule (to be determined.)"  I said if the retention is 3  
> years, that's when destruction happens.  The response back was that  
> the every few years files will be purged.  The reasoning is that  
> since claims are initiated constantly and therefore have various  
> start dates, they want to go through every file just once, rather  
> than destroying cases one by one as they come across them if their 3  
> year period is up.  I countered that what that means is that some  
> files will be past retention by several years and that's not a good  
> thing for all sorts of reasons
>
> Now that I've set the situation up, here's where I need assistance.   
> How do others flag or mark files so that it's easy to pull at the  
> end of a retention year?  That's the info this person needs,  
> particularly for large amounts of records.  I thought of color  
> coding, moving files to a different drawer or area by year or  
> something like that.  What I need is to know what some of you do  
> with files like this.  What works for you?  I know the case to make  
> to her that what she proposes is problematic but I also want to be  
> able to say "and here's exactly how you can make this happen to  
> follow retention."
>
> Many thanks and feel free to respond offline!
> Nancy
>
> Nancy Freeman, CA
> Records Manager/Archivist
> National Wildlife Research Center
> 4101 LaPorte Ave.
> Fort Collins, CO  80521
> Ph:  (970) 266-602
> Fax:  (970) 266-6010
> [log in to unmask]
>
>
>
>
>
>
>
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