Periodic reports to the agency RMA on the quantity of records destroyed or transferred and the amount of space or equipment released are also helpful. Such reports are valuable not only to ensure the application of retention schedules, but also to determine the savings that have resulted from the program. Any addition, elimination or significant change in an existing function makes it necessary to amend the schedule to reflect the change. Also retention periods for scheduled records may have to be revised periodically to reflect changes in their referral rate. It is important that any change or addition to a retention schedule be made promptly and that those persons using the schedule be notified immediately.
Any delay increases the chance of someone relying on an incorrect schedule.
Records should be transferred or destroyed during a slack period, if possible. Handle by bulk . It seldom pays to destroy or transfer records in very small quantities. Tie-in with file breaks . Distinguishable file breaks make the transfer of records to storage to their destruction relatively easy.