Archive box & records index
RegisterEvery box in your archive, what is in it, where it is, and when you said you would review it.
An index, not a copy
The whole point of an index is that it is safe to leave lying around: it goes on a clipboard, it gets emailed to the storage company, it sits open on a screen in a shared room. Copying the confidential contents into it to make it read better destroys exactly that property. A description that says “closed client files, 2019, file numbers 4100–4260” finds the box; the contents stay in the box.
The review date is yours, from your own schedule
CompliMaint supplies no retention period, schedules no destruction and does not act when a date arrives. If you keep a retention schedule, the period on a box comes off that; if you do not, the date is whatever you decided. Nothing here counts down and nothing is destroyed on this product’s authority.
Related records tools: Archive retrieval log · Records retention schedule · Records destruction log
An index of boxes and where they are. It is not the file, supplies no retention period, schedules nothing and destroys nothing. Everything runs on your device.
Questions people ask
- Should the description list what is in the box?
- At the level that lets you find it — a file number range, a date range, a department. Not the contents themselves: an index somebody can leave on a desk is worth more than a complete one that has to be locked up.
- How long should I keep a box?
- CompliMaint does not know and supplies no retention period. The review date is one you set, from your own schedule or your own decision.
- Does anything happen when the review date arrives?
- No. Nothing counts down, nothing expires and nothing is destroyed. A person decides, and the destruction log is a separate record of what they say they did.
- Can I track boxes at an offsite storage company?
- Yes — the location field takes whatever you write, including their reference. The register does not talk to them.