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Subject: Re: Record Inventory/Destruction Index
From: Steve Morgan <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Wed, 17 Jun 2009 12:08:18 -0700
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Most storage vendors have an electronic transmittal and you can save
them as a word doc. If you are creating your own .xls file, instead of
Create Date, how about Transferred Date? Other columns to consider:
Division
Status (At storage/Checked Out)
Reference


Steven D. Morgan
Records Manager, C.J. Segerstrom & Sons
Costa Mesa, CA
714.438.3228 Phone
714.546.9835 Fax
 
It's 10:00 pm ... Do you know where your records are? 
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Stephen Smith
Sent: Wednesday, June 17, 2009 12:00 PM
To: [log in to unmask]
Subject: Re: Record Inventory/Destruction Index

"We are in the process of creating an index to list the boxes we send
off-site that includes a destruction date.  We are not sure what fields
we should include.  Any suggestions?"

Lori:

My first question is where are these boxes being sent offsite to; are
they going to an offsite storage vendor such as Iron Mountain or to an
internal records center?  If they are going to a vendor, a transmittal
form needs to be filled out that contains a fairly standard list of
fields including:  Box Number, Create Date, Department ID, Record Code,
Date Range (To and From), Major Description, Minor Description, and
Destruction Date.  Having those I think will do the trick for the most
part.

Thanks, Steve

Stephen A. Smith, MLIS, CRM, CDIA+
Records Manager
QVC, Inc. Legal Department
O:      484.701.1559
F:      484.701.1021
C:      484.905.2517
E:      [log in to unmask]
A:      Studio Park, 1200 Wilson Dr., MC207, West Chester, PA,
19380-4262

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