Southern Company's RIM staff is working on an effort to standardize our processes, across seven or so subsidiaries, for transferring inactive files to records centers, both commercial and company-owned.  There has been some discussion among the group regarding what constitutes due diligence regarding the percentage of files that need to be audited against the accompanying records transfer list.



Our discussion ranges from checking 100% of the boxes to checking 10% of the boxes.  Another alternative is to work with customers on the front end to make sure the information about box contents is correct and audit on a case-by-case basis.  In this scenario, if the individual transferring the boxes is new to the role or is a "problem child," there would be a lot of one-on-one coaching and auditing before the boxes are transferred.  If the employee is seasoned at transferring and sends the same records series each time, there would be little to no auditing of those boxes.



What do you do to ensure/assure that the indexes to boxes stored off-site is correct?



Thanks.



Maggi Johnsen

Enterprise Information Governance

Southern Company


Maggi
_________________
Maggi Johnsen, CRM | Southern Company | Enterprise Information Governance
30 Ivan Allen Boulevard, NW | BIN SC1005| Atlanta, GA 30308 | PHONE: 404-506-0271 | Fax: 404-506-5329 | E: [log in to unmask]


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