Ginny,
Did you Bate-stamp the copies that were sent to the attorneys? ABY
Alice B. Young
Records Management Administrator
Greater Orlando Aviation Authority
Orlando International Airport
Orlando FL 32827-4399
407.825.2060 voice
407.825.2526 fax
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Don't cry because it's over; smile because it happened.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jones, Virginia
Sent: Thursday, December 02, 2004 3:55 PM
To: [log in to unmask]
Subject: Re: Refiling of original paper records
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
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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
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