Emma -
As a former resident of Ontario (Ingersoll, but spent a fair bit of time
consulting in the Toronto area), I am pleased to respond.
Reasons for not storing onsite are relatively simple. In a disaster
scenario, both the original and security copy can be lost, and the
concept of a vital records program and business continuity with them.
In the Toronto area, you will be subject at least to storms, fire, and
the threat of terrorist attack (believe it or not, the offices of both
the Egyptian and Israeli airlines are in the same building on Bloor
Street).
Depending where you are, inexpensive may not be a real option. Toronto
is home to several commercial records centers, none of them cheap. What
is obviously a more economical is to exchange vital records with a
second corporate location, which you were doing. This arrangement,
however, is not ideal since a Toronto-area disaster might effect both
locations. Changes in the situation may be all for the best, even
though it does not seem so now.
An important option is to take advantage of Bloorview Macmillan's
association with the University of Toronto. I would suggest that you
contact the University of Toronto Archives and Records Management
Service to see what standard U. of T. policy is on vital records, and
indeed if it has a standing agreement with any commercial service
provider in this area - or better yet will allow you to use their
facilities as an affiliate. You can access the UTARMS website at
http://www.library.utoronto.ca/utarms/.
Hope this helps.
Cheers!
Mark
G. Mark Walsh
Records & Information Analyst
Records Management and Imaging Services
Library of Virginia
(804) 692-3650
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Emma Prescott
Sent: Friday, October 22, 2004 8:03 AM
To: [log in to unmask]
Subject: Question about Off site storage
Hello all,
-We used to store microfilm copies of our vital records at our second
location which therefore allowed us to say that copies of our vital
records were stored off site.
-Circumstances have changed and so I am looking for ideas for a new off
site location.
Two questions
1) What are the arguments for not keeping the copies of vital records on
site in a secure manner (e.g vault, secure area etc)?
2) Anyone got any suggestions of inexpensive off site locations?
I suggested a bank safety deposit box but was told that was too
expensive, I would love to point out that these are vital records and
therefore nothing should be too expensive for them, but I don't think
that would go down too well!
Thank you in advance
Emma Prescott
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