And, to reflect back to an earlier thread on auditing/classifying
electronic records, the same processes and logic should be applied
regardless of the record media used for storage.

Mary Haider

On Tue, Dec 20, 2011 at 4:12 PM, Larry Medina <[log in to unmask]>wrote:

> Hi Maggi! Long time no see...
>
> Similar to your comment about "seasoned" individuals, we don't do anything
> more than random sampling those, but when we have people who are less
> experienced in the role, our sampling is much higher. With those
> individuals we ask fro a copy of the transmittal to be forwarded
> independently (in addition to the one included in the box) and we review
> the transmittals themselves.  If they aren't clearly written or self
> explanatory... or if they relate to content that is critical, then we
> review the contents to determine accuracy.
>
> If we find problems, we work with the individuals- pull the box(es) down,
> pull samples of correctly completed ones and review the issues with them.
> And yes, the boxes are returned for them to re-index before we accept them.
>
> In part I think "it depends" =)  On your volume, the critical nature of the
> records and the frequency of access required.  For record series that spend
> the majority of their time sitting on the shelf untouched until they
> satisfy their required retention and are then discarded,  the benefit of
> detailed auditing/review doesn't outweigh the potential risk.
>
> Oh, and we don't store off-site, but WHEN WE DID, we checked 100% because
> if we had to request the content back, we had no way of knowing what was
> there if the transmittals weren't accurate... and if the service provider
> said they couldn't find it, we HAD TO KNOW that it was there to begin with.
>
> Larry
> [log in to unmask]
>
>
> --
> *Lawrence J. Medina
> Danville, CA
> RIM Professional since 1972*
>
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>



-- 
Mary

Mary W. Haider, MBA, CRM
Records & Information Manager and Consultant
[log in to unmask]
865-983-1371

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