We've handled this two different ways. Both times there was a lot of paper
involved, but not more than 20 cubic feet. Still a lot of work, though.
For one case, we made two copies of all the pertinent records, certified one
copy as true copies that we sent to the attornies, and kept the second copy
boxed together. When the case was done, we destroyed our second copy (the
courts kept the certified copy). The originals were refiled immediately
after copying.
For the second case, we created a certified copy and a list of all documents
going to the attorneys. The originals were refiled immediately after
copying.
The key was - our original records were placed back into appropriate active
or inactive processes as soon as possible so we could continue to use or
reference them as needed. There was a hold on destruction, of course, but
our originals never left our control or our normal use.
Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Heald, Carolyn (MBS)
Sent: Thursday, December 02, 2004 3:33 PM
To: [log in to unmask]
Subject: Refiling of original paper records
As a policy person, I'm interested in hearing the voice of practical
experience on the issue of how to handle original paper records that have
been returned after being used for legal purposes such as a court case, or a
commission of inquiry. Are records normally returned to their proper file
folders, boxes, file drawers, etc., or are they maintained as a separate
series, either for potential ongoing legal purposes, or for sheer practical
purposes?
Thanks for your input.
______________________________________
Carolyn Heald
Information Policy Adviser
Archives of Ontario
77 Grenville Street
Toronto ON M5S 1B3
Tel: (416)327-1568
Fax: (416)327-1992
e-mail: [log in to unmask]
website: http://www.archives.gov.on.ca
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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