I am a new librarian who has no real records management experience so I
thought I'd ask people who do this kind of thing for a living.
Our law firm has a client, a company that has been sold and is now
publicly traded. A few years ago (before I was in the library) our firm
established a 'data room' with a couple hundred 3 ring binders
containing everything you'd want to know about this particular company.
These binders are currently divided in to 20 sections (including General
Information, Financial Statements, Financing Agreement,
Taxation/Assessments, Insurance Policies and Claims, Litigation and
other Legal Proceedings, etc) coded with a very simple 1,2,3-A,B/C
numbering system (we have no computer system to do this type of thing so
it has got to be a manual system that we use).
For example, the topic Audit Letter for year ended 2002 would be
designated the number 6.A.1.
6: Litigation and other Legal Proceedings
A: Litigation and Possible Claims,
1: Audit Letter for year ended 2002).
The deepest level of numbering is 3 levels and any subsections beyond
the letter Z become AA, BB, CC, etc.
Now that the company is publicly traded, they would like to be able to
add and withdraw material to/from the binders to keep them up to date
and this numbering system does not seem to be conducive to (and was not
designed for) adding new information. I am looking for suggestions for a
more flexible indexing system that will easily be able accommodate new
information as it comes up.
Any assistance would be much appreciated.
THOMPSON DORFMAN SWEATMAN LLP
2200 - 201 Portage Avenue
Winnipeg, Manitoba R3B 3L3
ph. (204) 934-2449
[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance