It depends a lot on how you use the files. If you normally go to the
effort of indexing your active files, then it is no big deal to simply
scan them into boxes as their new location when the files go offsite.
If you need to regularly track your onsite files, then you should
maintain your own tracking system.

Most commercial records centers will be happy to index incoming files
in boxes into their computerized tracking system. You'll pay a
significant fee for this service, but sometimes a short-staffed
operation will find value in having that done.

The other consideration is in whether or not you want the commercial
records center to maintain information about your files in their
system. It does make retrievals somewhat simpler, but you are adding
risk to the equation by giving that information up. While most records
centers maintain extensive security around their online access systems,
even the most secure banking systems have been hacked, so there is risk
that has to be considered.

Patrick Cunningham, CRM

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance