> From:    "Richards, Steve" <[log in to unmask]>
> Subject: Third Party Storage Vendors and Disasters
>
Snips:
> There were very few replies to Michael's question yesterday, on the
> list
> anyway,  and I'm just wondering what the rest of you think - what are
> your expectations?   There are several new listserve members and I'm
> sensing that you might have a false sense of security regarding your
> boxes (or tapes) that are stored off-site.  So, here are my questions
> to
> you:
>
> 1.    What do you think the commercial records center's
> responsibilities =
> are to you after the fire?

Based on my research on records center fires........... you should
demand that
no destruction of records contents can be performed until an
independent industry
expert determines the salvage potential of the records.  This means
setting up the
disaster recovery expert in advance of a fire so that an immediate
analysis can be
performed and the proper action taken to save the remnants or allow to
be destroyed.

Immediate action must be taken after a fire to attempt freeze drying
and recovery, or you;
or your vendor have effectively rendered the decision to destruct the
records.

If I run a records storage center and I look at $150.00 per box for
attempting recovery
versus the exposure of declaring a total loss and the $1.00 a box that
I think my contract will
throw up as a protective barrier to a larger loss, which action would I
take?  What action
would you take if you were the records center operator?

BBEEEPPPPPPP!  WRONG ANSWER! It's too late!  You should have decided
this back
in my first Paragraph!

If you did not specifically mandate in your contract that you or a
third party professional
would render the decision as to what happens to records that are
exposed to a fire then
you have already issued approval for destruction without review.  This
could create liability
for you and your company because you should know this.  You are a
professional, right!

You need to have answers for Steve's questions:

>
> 4.    If the box is completely wet, what should you expect from your
> commercial records center?
>
> 5.    If the box is completely wet, how much do you think it will cost
> to restore that box?
        Also,  who is liable for this expense?  What if you are liable for the
cost and your vendor initiates
        full recovery on something you would have been happy to see shredded?
>
>
> 6.    If the box is completely wet, how much time do you have to make a
> decision as to what you're going to do with it?

If you do not make the decision, in advance as a management process,
you are probably too late.
>
> 7.    If the box is burned/destroyed, what should you expect from your
> commercial records center?

If you have not determined this before the fire occurs, then who
knows??  There are a myriad of vendors
out there offering all sorts of service and protection.  What you
demand in your RFP will determine what
you can expect.  Fred Grevin gave a perfect example of knowing exactly
what to expect because he wrote
it into his specifications.  And, even though they were tough
specifications, he had no trouble attracting
many qualified bidders.   But that means doing the research and writing
a good proposal prior to talking
to the bidders for your services.
>
>
> 8.    If the box has smoke damage, what should you expect from your =
> commercial records center?

Good records managers think about the above and plan accordingly.  What
your expectations
are, will have everything to do with the level of your recovery.
>
> 9.    If a box is simply lost, what should you expect from your =
> commercial records center?  Is there any coverage for this type of
> loss? =
> =20
>
> 10.   Whose insurance will cover a loss at a commercial records
> center, =
> the commercial records center's or yours?

In my mind, you are better off to carry your own insurance. Insurers
are scary. You are better off
to carry this cost and know on a continuous basis what the status of
your insurance coverage is.  Insurers
are known to claim that they do not cover the clients records in
storage facility when a fire occurs.  Or drop
coverage.  You really don't care who has coverage other than yourself,
so the simple approach is to insure
your own loss.

This may lead management to support some of your other programs that
will reduce this insurance cost.
1) Imaging Vital, Important and Permanent Records or,  2) Vaulting
Vital and Permanent Records onsite or
3) Using two vendors to assure survival or 4) Requiring the vendor
vault certain records classifications.

Ahhh!   Strategicary in records management..............

The volume of records storage vendors has increased dramatically over
the last five years and the
quality of the storage facilities has also increased to serve the
sophisticated records professional
and IT Manager.  The final piece of the puzzle is the records manager
becoming more astute in selecting
the appropriate facility to protect your records.  ARMA provides a
Survey to assist you.  Soon you will have
a sample contract to guide you as well.  All that remains is planning
by the records manager.


Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610)  756-4440    Fax (610)  756-4134
WWW.FIRELOCK.COM

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