Ginny, I TOTALLY agree with "escorting" the documents/files to the requesting party. We have a procedure where someone assists the party with the items of concern. This procedure helps in maintaining control of the information. Otherwise, it could be walked out of the office and never seen again. It's just good insurance to watch over those records we are responsible for in the daily operations of the Authority, or whomever you are! Happy Friday, ALL!! Alice Alice B. Young Records Management Administrator Greater Orlando Aviation Authority Orlando International Airport Orlando FL 32827-4399 407.825.2060 voice 407.825.2526 fax [log in to unmask] Don't cry because it's over; smile because it happened. -----Original Message----- From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Jones, Virginia Sent: Friday, December 03, 2004 7:56 AM To: [log in to unmask] Subject: Re: Refiling of original paper records <Did you Bate-stamp the copies that were sent to the attorneys? ABY> No. The volume was small enough to allow identification of all pages/documents that were sent - either through the second copy we kept or by accurate listing in the log. The attorneys may have Bate-stamped what they sent to the court or other attorneys, but we wouldn't be a direct part of that. One practice I have tried to stop since I came on board here 11 years ago is the sending of original material to the City Attorney or other attorneys when they request documents. If the court absolutely demands originals (and they very, very rarely do) I will "escort" them to the appropriate office and wait for them to copy the docs, then "escort" them back to our premises. We have found large gaps in our historical and long-term retention operational records where originals were sent to attorneys in the past and never returned to us. Ginny Jones (Virginia A. Jones, CRM) Records Manager Information Technology Division Newport News Dept. of Public Utilities Newport News, VA [log in to unmask] 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