Case Two

Significant new material added to the file

This is where the refiling process becomes more complicated. An example may be helpful to illustrate the issues.

Imagine a set of records covering dates from 2005-2011. This record series has a five year retention period, meaning it will be disposed in 2016. However, in 2013 a file is requested. In the office more material is added, including material generated in the current year (2013). If this file was returned and refiled, it would then be disposed along with the rest of that set in 2016. However, the new material added to the file in question would NOT be five years old, and would thus be disposed before it's proper time.

The simplest way to avoid this situation is to avoid filing new material into older, stored folders. Instead, it should be filed into your current filing system (even if a new folder must be created), and sent to Records Management at the proper time. This ensures the integrity and consistency of your material. However, should you find it necessary to file significant new material, into an older folder, the best solution is to permanently migrate the entire file into your current system. See Case Three for information on how that can be done.

A far less desirable option is to change the "ending date" information for that box in the Records Management system to match the more recent material. This is less desirable, for it usually means keeping an entire box longer than is necessary.

In some cases the added material may not be significant, and thus the "early disposition" of the file is of no great consequence. In these cases it may not be necessary to migrate the file forward. The judgment on this issue is left to the department. If you are unsure, contact the Records Manager or the Records Analyst for guidance.

If you decide to send the file back to Records Management, use the RMS Online System.  Simply select the "Return Boxes and Files" selection from the "I Want To..." menu.


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.