Case Three - Keeping a Checked Out Record
File to be Retained Permanently and Integrated into Current Filing System
On occasion a file will "become active" and need to be retained by the office. This can happen because significant new material has been added (see Case Two), or the file is of such use that it should logically be retained in the office.
Should that be the case, the following steps should be taken.
- E-mail Records Management with the information on the folder you are to be migrating forward into your current records. Be sure to include the File ID number (underneath the bar code), as well as the file title. Mention that this file will be retained permanently in your office. Records Management will then delete the file from the current accession, and it will no longer appear in searches, or on new reports generated for your department.
- Cross out, with a thick black marker, the bar code information on the front of the file.
- Make a note such as this on the front of the file: "Record migrated forward into current filing system, and Records Management notified, 1/18/1999, by Jane Doe". Please note that this last step is vital, for otherwise Records Management may assume (when that file again comes down for cataloging) that a record should be refiled, despite the crossed off bar code.
IMPORTANT NOTE: Please do not use Hinman Mail to return a folder to Records Management! The department's drivers keep a record of every delivery made, including dates and times. This is a level of audit detail that simply cannot be maintained via Hinman mail. Should a record be lost during transit in the Hinman mail system, there would be no way to trace it's whereabouts. For this reason, all record deliveries and returns should be handled directly by Records Management.
NOTE: In order to ensure proper tracking, Records Management's drivers have strict instructions not to pick up any files from an office not shown on their pickup /delivery task list. If asked by office staff to pick up material from an office not show on this list, they will refuse. In order to properly return material, always use the "Return Boxes and Files" form on the RMS Online System.