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Susan Could you possibly visit the off site storage and destroy in situ? We have this arrangement in place with our off site storage provider which allows for staff to go to the repository and work on tasks such as these, this is the best solution for all offering the lowest cost - staff time and a mileage claim if using own transport and of course the lowest risk. I would be extremely wary of destroying with low quality information since you can never be sure whether the title accurately reflects the contents of a box - for example we recently had an urgent file retrieval request from a service for a tender document which they could not find but thought had been stored with us. After emptying all of the boxes we had from this team (around 30) we found the document in a file called "Mary's file" Good luck with your initiative Paula Paula J Smith MSc Records Manager Cheshire County Council * Room 45, County Hall, Chester, CH1 1SF * 01244 60 2592 -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Susan Mansfield Sent: 13 October 2006 12:00 To: [log in to unmask] Subject: Approaches taken to storage "springclean" Hi List, I'm hoping to run an initiative to springclean our semi-current storage which is primarily held offsite. I don't think we have been regularly reviewing our files for destruction over the years and I anticipate quite a backlog. Some of the issues we have identified, particularly with older boxes, include a lack of clarity on the content, the absence of destruction dates (although we will always have a date of storage) and a lack of clarity on onwnership. The cost of recalling and reviewing each box indivdually means this is not an approach we can take. We would like to make a destruction decision based on the information we have, whatever its quality. Has anyone else faced such a legacy issue? Did you come up with any particular approaches which enabled you to destroy boxes with an acceptable level of risk to your business whilst keeping costs low. Thanks, Susan Susan Mansfield Records Manager Corporate Services Directorate Scottish Enterprise 150 Broomielaw 5 Atlantic Quay Glasgow G2 8LU Direct Line: 0141 228 2485 Fax 0141 228 2059 E-mail: [log in to unmask] *************************************************************************** Note: This E-Mail is intended for the addressee only and may include confidential information. Unauthorised recipients are requested to please advise the sender immediately by telephone and then delete the message without copying or storing it or disclosing its contents to any other person. We have taken all reasonable precautions to ensure that no viruses are transmitted from Cheshire County Council to any third party. Copyright in this e-mail and attachments created by us unless stated to the contrary belongs to Cheshire County Council. Any liability (in negligence or otherwise) arising from any party acting, or refraining from acting on any information contained in this e mail is hereby excluded. Should you communicate with anyone at Cheshire County Council by e-mail, you consent to us monitoring and reading any such correspondence. Printing this email? Please think environmentally and only print when essential! ***************************************************************************