We've handled this two different ways. Both times there was a lot of paper involved, but not more than 20 cubic feet. Still a lot of work, though. For one case, we made two copies of all the pertinent records, certified one copy as true copies that we sent to the attornies, and kept the second copy boxed together. When the case was done, we destroyed our second copy (the courts kept the certified copy). The originals were refiled immediately after copying. For the second case, we created a certified copy and a list of all documents going to the attorneys. The originals were refiled immediately after copying. The key was - our original records were placed back into appropriate active or inactive processes as soon as possible so we could continue to use or reference them as needed. There was a hold on destruction, of course, but our originals never left our control or our normal use. Ginny Jones (Virginia A. Jones, CRM) Records Manager Information Technology Division Newport News Dept. of Public Utilities Newport News, VA [log in to unmask] -----Original Message----- From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Heald, Carolyn (MBS) Sent: Thursday, December 02, 2004 3:33 PM To: [log in to unmask] Subject: Refiling of original paper records As a policy person, I'm interested in hearing the voice of practical experience on the issue of how to handle original paper records that have been returned after being used for legal purposes such as a court case, or a commission of inquiry. Are records normally returned to their proper file folders, boxes, file drawers, etc., or are they maintained as a separate series, either for potential ongoing legal purposes, or for sheer practical purposes? Thanks for your input. ______________________________________ Carolyn Heald Information Policy Adviser Archives of Ontario 77 Grenville Street Toronto ON M5S 1B3 Tel: (416)327-1568 Fax: (416)327-1992 e-mail: [log in to unmask] website: http://www.archives.gov.on.ca List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance