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Michelle;

A lofty and commendable goal (the elimination of ANY room for error), and one for which I always strive, however, I suspect that it is ultimately unattainable. That being said, if the boxes must be kept in the same space, they should not be "intermingled." I manage our on-site and off-site storage. I do not send boxes for destruction on a day when we also send records for storage. The one procedure that I have implemented to distinguish between shred and storage boxes is that ALL and ANY shed box must have two large red SHRED labels attached to the box which must be a bankers box or a paper box. The labels must be applied to adjacent sides (a short and a long). The labels are large and bright. The responsibility is on the user to properly prepare a shred box (we will assist), but we will not even transport to the Record Center any box of shredding that is not prepared to our exact specifications (shred labels cannot be on the box top - box tops can get switched and it cannot be seen in a stack of boxes, writing on the box will not work either). The inappropriate shredding of records is one of my greatest concerns and fears. Second only to being confident that the shredded materials actually are confidentially and securely shredded.

No method is foolproof. Another idea is to have procedures in place that are always followed (boxes on one side of the room are shred, the other side is storage).

This is part of the challenge and excitement of Records Management, always striving to do better...

Richard

Morris James LLP

Richard B. Loringer

Records Manager
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500 Delaware Ave., Ste. 1500  | Wilmington, DE 19801-1494
Mailing Address  P.O. Box 2306 | Wilmington, DE 19899-2306    
T 302.888.6903     F 302.571.1750
www.morrisjames.com 
  

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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Michelle Zemanick
Sent: Friday, September 18, 2009 6:46 AM
To: [log in to unmask]
Subject: document destruction vs storage

Hello to all:

Our company is looking for new options on ways to implement new
procedures for document destruction at the customer location.  Many
times, when we provide both document destruction and document storage
services for our customers-the boxes are intermingled together within
one room. Most customers put a red X through the boxes for destruction
and a barcode (which we provide to them) on the boxes for storage.

Our goal is to eliminate any room for error with possibly destroying a
box of which is not being requested  for destruction.    

Any new ideas, thoughts or recommendations for a new process would be
greatly appreciated

Have a great weekend

Michelle Zemanick
ROGERS Service Group
 

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