My humble opinion is that the client should be performing an audit while the
original vendor still retains custody before the records are transferred to
a new vendor.  The new vendor should so the same, to ensure all records were
successfully moved to their custody.  This is a joint venture between vendor
and client.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Allen, Doug
Sent: Tuesday, November 06, 2007 8:04 AM
To: [log in to unmask]
Subject: Re: [RM] What should vendors do if they find they have lost tapes
from another vendor?

Although it might be inviting for vendors to work out such issues among
themselves, I think that any vendor owes his customer some
"transparency" in order to ensure that there's a relationship of trust
between vendor and customer.  Working things out between vendors,
without alerting a customer to something that has transpired might well
violate that trust, and in some cases may represent a contractual
violation....especially if there are clauses that require disclosure to
the customer of data loss or of the other problems that you discussed.

Those are just my thoughts.... For those of you who are customers of
storage companies, how would you prefer to have such instances reported
to you, or would you prefer not to know?  (see my copy of Gerard's
initial comments below)

------------------------------------------------------------------------
	Some of us in the Data Protection Industry have been discussing
the 	topic of what to do when you as a vendor win business from a
competitor and find that the competitor has lost some of your client's
tapes and/or delivered tapes belonging to another client in error.

 	As I understand it this not only occasionally occurs with tape
but 	with paper documents as well.

 	So I was interested in your opinions as records managers on the
following questions:

 	(1)     What should the new vendor do if they believe that the
old 	vendor has lost their clients records?

	(2)     What should the new vendor do if they find records
belonging 	to a 3rd party in a delivery for their new client?

	(3)     What should be done to ensure the chain of custody
reflects 	the errors described in (1) and (2)?

----------------------------------------------------------------------


Doug Allen, CRM, CDIA+
[log in to unmask] 

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