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Charles, I think one of the main issues you face is how much authority (= control) you have over access to the file room.

Ideally, no one can go in directly:  instead, they request a document, file, or filing container from you, and YOU check it out (do you have tracking software?‎), and give it to them. Eventually, you track them down to request its return.

The issues which concerns me are (1) when anyone can access‎ the file room, (2) anyone can take anything out without your knowledge, and (3) YOU are held responsible when someone else cannot find the documents/file (etc.). A classic case of no authority, all responsibility. A situation to be avoided like the Ebola virus.

Very best of luck!

Fred Grevin
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  Original Message  
From: Charles Hunt
Sent: Monday, January 8, 2018 18:39
To: [log in to unmask]
Reply To: Records Management Program
Subject: Resources for Managing Active Physical Records in a File Room

Hey everyone,

Long time reader, first time poster,

So, they put me in charge of a file room. 

While I'm comfortable with fundamentals in this regard, could anyone recommend any 
resources (books, journals, articles, etc.) on best practices for operating an active file room?

Thanks,

Charles

Charles Hunt
Senior Records Analyst
Alberta Environment and Parks

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