Assess records and archives

I need the ledger and intake logs for County Records Center 3 reconciled to show which boxes are missing or misfiled. Open the transfer inventory for 2018–2023, compare box numbers and accession dates against the physical audit list, and flag any record series where the file count differs by more than two. Email the summary and a PDF of the mismatches to Maria Ortega in Collections and to Facilities by Wednesday so we schedule retrievals.

Before I hand this to the archivist group, make the discrepancies easy to act on: lead with how many boxes are missing by series, show which repositories hold the later accession numbers, give a short note on probable causes (wrong accession tag, duplicate entry, or mis-shelving), and mark the ones that will block public requests if not found.

I compared the digital accession list to the shelf audit and a dozen accession numbers from 2019 appear only in the database. Maria Ortega and Facilities know we have a small budget for retrieval this quarter. I fear these are mislabelled rather than truly missing and that a bulk re-shelving would hide the problem. What is the likely cause and the quickest next step to resolve with minimal disruption?

Over the last three audits we keep finding batches of records present in the catalogue but not on the shelf. This eats staff time and delays public requests. Which habit should I change across the intake and accession teams so fewer mismatches happen, and what immediate process tweak will reduce the number of retrieval trips we make?