Melissa - When I was hired by the County I needed to do a complete inventory
of all records in order to develop a records retention schedule. There were
many thousands of boxes in horrid, dirty, unventilated storage areas (as
usual)and the task looked daunting. However, what you will find is that
there will be series of records - accounts payable, receivables, employee
records, complaints, etc. which will allow you to do a box inventory rather
than a file by file inventory for every box. This speeds up the inventory
process.
I also kept a kit ready to go so that when I walked out the door I had
everything I needed. I am a colored dot person. I used them for marking
completed boxes. Tape measures, utility knives, markers, writing pads,
post-it notes, tape always came in handy, even when I used a laptop. Also,
if you can get your hands on a good rolling table it can save a lot of
bending and stooping.
And there is a real sense of accomplishment when you finish!
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Forshee, Melissa
Sent: Tuesday, April 26, 2005 11:18 AM
To: [log in to unmask]
Subject: I'm a new subscriber with a question.
Hello to all,
My name is Melissa Forshee and have just subscribed to this list. I am
a Records Analyst with a mid-size pharmaceutical co. in Southeast
Pennsylvania and have been tasked with building an outline for the
planning of physically auditing approx. 6,000 12"x18"x10" containers at
our current off-site facility (way back when the company was much
smaller a lot of paperwork that should not have been kept was sent and
we need to go through each box to separate keepers from destroyees),
then be moving/migrating them to a new off-site storage facility. I've
never done such a thing before and wondered if there is someone out
there who has been involved in a project of this size and can maybe
point me in the direction of any tools that can give me a rough idea of
manpower needed, timelines involved--we figure it could take as long as
16 mos., etc. Any help would be greatly appreciated. Even pointing me
in the direction of literature, etc., that has helped others.
Thank you all in advance for any input you may be able to provide.
Melissa Forshee, Records Analyst
610-738-6479 (86479)
[log in to unmask]
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