Ginny,

I TOTALLY agree with "escorting" the documents/files to the requesting
party.  We have a procedure where someone assists the party with the
items of concern.  This procedure helps in maintaining control of the
information.  Otherwise, it could be walked out of the office and never
seen again.  It's just good insurance to watch over those records we are
responsible for in the daily operations of the Authority, or whomever
you are!

Happy Friday, ALL!!

Alice

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: Friday, December 03, 2004 7:56 AM
To: [log in to unmask]
Subject: Re: Refiling of original paper records


<Did you Bate-stamp the copies that were sent to the attorneys?  ABY>

No. The volume was small enough to allow identification of all
pages/documents that were sent - either through the second copy we kept
or by accurate listing in the log.  The attorneys may have Bate-stamped
what they sent to the court or other attorneys, but we wouldn't be a
direct part of that.  One practice I have tried to stop since I came on
board here 11 years ago is the sending of original material to the City
Attorney or other attorneys when they request documents.  If the court
absolutely demands originals (and they very, very rarely do) I will
"escort" them to the appropriate office and wait for them to copy the
docs, then "escort" them back to our premises.  We have found large gaps
in our historical and long-term retention operational records where
originals were sent to attorneys in the past and never returned to us.


Ginny Jones
(Virginia A. Jones, CRM)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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