Dear Tammy,
Effective compliance depends on accountability at the business function
level. Offsite records management, in my view, should be subject to one
master contract, if possible, so the enterprise can lever its buying power
with the vendor. The "bill" for offsite records storage, however, should go
to the "owner" of the records in storage. Most companies still have those
invoices processed at the facility manager level, which creates a
disincentive for business functions (the owners of the records) to enforce
with staff corporate retention rules that impose lifecycle on records sent
to storage.
Having business function leaders receive the "bill" also leads naturally to
a discussion of the benefits of the use of imaging technologies. If certain
records stored offsite do not require periodic access, then leaving them in
hard copy offsite is cost effective, whereas records to which regular access
is needed should be imaged rather than incur the cost of accessing records
stored offsite. If you are able to create this dynamic, RIM becomes an
opportunity to lower overhead and take on a life of its own.
This is a complex problem, obviously, and not an area most organizations
have mastered. In short, the goal is striking a balance between enforceable
centralized standards and local ownership. That goal is brought about, in
part, through the economic efficiencies described above.
Good luck!
Best regards,
Rick Wolf
443 Northfield Avenue
West Orange, NJ 07052
(973) 324-0050
(973) 324-0052 (fax)
(201) 602-9486
www.lexakos.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of tammy Russo-Leschber
Sent: Thursday, July 12, 2007 3:08 PM
To: [log in to unmask]
Subject: Question: Managing Global Off-Site Storage Services- Centralized or
Decentralized?
ListServ Members:
Hello.
I am looking for information from Global companies around the management
of Global Off-Site Storage Services.
What is your model for managing off-site storage: Is it centralized,
managed from the corporate office? Is it decentralized, managed by the
local business unit within the region?
We would like to know issues, challenges, and lessons learned from
moving forward with either one of these models.
Your feedback is appreciated.
Kind regards,
Tammy Russo-Leschber
DellTM Global Records Management
Phone: (512) 728-1959
Pager: (512) 907-2088
Fax: (512) 283-5001
E-Mail: [log in to unmask]
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