Approve the records for disposal
Have your records owner confirm which files may be destroyed and which must remain on hold. Estimate boxes or containers and identify mixed media such as drives, discs, binders, and plastic covers. Do not send confidential document contents with the initial quote request.
Plan secure collection
Specify collection points, access hours, container controls, and handover contacts. For recurring programs, agree the collection frequency and escalation route for a full container or missed collection. Any on-site or witnessed treatment requirement needs advance confirmation.
Match the evidence to the job
Closeout can identify the project, collection date, agreed quantity measure, treatment, and completion date. Batch-level records may suit archive projects; individual file-level tracking must be specifically agreed. Ask how recovered paper and non-paper residues are described.
What to share for a project review
- Box or container estimates
- Records-owner release approval
- Access and custody requirements
- One-off or recurring schedule
Frequently asked questions
Should I email the files for a quote?
No. A general material description, quantity, location, and handling requirements are enough to start. Keep confidential contents out of the inquiry.
Can paper and electronic media share a container?
Confirm the accepted contents first. Different media may need separate treatment and evidence, so identify them before packing.