"We have certain records series where people like to store the docs for
easy reference in 3-ring binders (usually 3" and above). Once they are
done with them, they want to just put them in a storage box. I hate
binders in storage boxes, they don't fit on edge, so you have to lay
them down .. then they just waste space because you can only fit a
couple in the box. I have suggested that people transfer the contents of
the binder into an expanding pocket folder for storage and to re-use the
binder -- but they are afraid the papers will get out of order so they
don't, or transferring the contents to pressboard report covers, but
they don't because probably they're just lazy. So I've been looking at
alternatives, such as getting some boxes specifically sized for binders
or finding binders that will actually fit in a standard sized box. But
the only box I found is a fast-fold type and I'm not crazy about those
either (I think they are not as strong) and I haven't found a binder
that will fit in a box. Or I can just be a &*^#@ and insist they remove
the papers to something better. What are others doing with binders?"
 
Nolene,

I've had serious problems over the years retrieving boxes from storage
that contain binders, only to find that the rings had popped open, and
the contents had been scattered, destroying whatever order had
previously existed.  We don't audit box contents when they're sent to
storage, so can't stop folks from dumping binders into the storage
cartons.  However, our guidance (i.e., procedures, instructions, tip
sheets, etc.) strongly advise against putting binders into boxes.  Not
only are the binders heavy, and they significantly reduce the amount of
records that can be put into a box, but the risk for losing the
order/logic built into the binder structure to me outweighs any
immediate benefits of time savings.  We've found that accordian files
provide an excellent tool for taking the contents out of the binder,
while maintaining the original file structure.  It takes very little
time to remove the documents from the binder and load into the accordian
file, and they stack into storage boxes very neatly.

Pilar C. McAdam, CRM
Records and Information Management
Shared Services Group
The Boeing Company
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