We operate on the half day principle, as well. We too do not have perm out
fees, close account fees, hidden fees, hostage fees, fuel charge fees,
administration fees, transportation handling fees, report fees,
departmentalized billing fees, etc, etc, etc. If a client wants to cease
doing business with us for any reason at any time, even during the term of
the agreement, all that have to do is give us 30 days written notice. Too
many times over the past two decades, I have heard people say they are
"stuck" with their current vendor because they cannot afford to pay the
hostage fees to get out of a bad situation and/or they still have some years
left on their agreement. We do not ever want a client to have that terrible
feeling that they are "stuck" with us.
John Peden
Director of Business Development
Pioneer Records & Information Management
713/464-5024
[log in to unmask]
Houston, Texas
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Bill Bondurant
Sent: Thursday, March 30, 2006 9:23 AM
To: [log in to unmask]
Subject: Re: [RM] Performance Metric on Offsite Records & Media Storage
Our standard is order by 3:00pm delivered by 12:00 noon the next day. Two
hour delivery is available but cost extra. We have been in business for 10
years and have not lost a box, file or document. We have never delivered
the wrong box, file or document. We have always met our commitment to our
clients. We always will because our clients can cancel their contract with
30 days notice and there are no hostage fees.
Bill Bondurant
Document Management Solutions
816.231.1755
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Andy von Busse
Sent: Wednesday, March 29, 2006 4:57 PM
To: [log in to unmask]
Subject: Re: [RM] Performance Metric on Offsite Records & Media Storage
I agree with Liz. We operate an offsite document storage facility, and our
standard is call in the AM, we deliver by 4:30 in the PM, call in the PM, we
deliver next AM. Although we have been operating only for 1 year, we have
never misplaced a box, although we have had a few instances were the files
requested were not in the box the customer thought. Unless we index the
individual files, that is an issue the customer needs to deal with
internally.
Andy von Busse
Forte Record Storage Inc.
"Your offsite filing cabinet"
Ph. 780-436-7517 FAX 780-401-3419
http://www.forterecordstorage.com/
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On Behalf
Of Elizabeth Hamblyn
Sent: Wednesday, March 29, 2006 2:41 PM
To: [log in to unmask]
Subject: Re: [RM] Performance Metric on Offsite Records & Media Storage
How many times have you asked for a box or file that could not be found
on the first request? Maybe once in the past six months.
How many times did you request a boxes or files and the wrong one was
returned or additional files not requested accompanied the delivery?
None in the past six months.
If a box or file was misplaced, how long does it take to get the right
one back?
Deliveries used to be - Request it in the morning and it was on site by
the afternoon or the following morning. Delivery windows have increased.
If you request a box at 10:00 AM on Monday, when would it normally
arrive with certainty?
We have strictly adhered to request cut off times. If, file is ordered
by 11:30 am then should be here in the office between 2 - 3 pm that
afternoon. If, file is ordered by 4:30 pm then should be here between
10 - 11 am the next morning. Our archive service provider is located
approx. 25 km away.
Liz Hamblyn
Records Officer
Phillips Fox
Lawyers
Wellington
New Zealand
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Hugh Smith
Sent: Thursday, 30 March 2006 4:39 a.m.
To: [log in to unmask]
Subject: Re: [RM] Performance Metric on Offsite Records & Media Storage
With all the stories of lost media, breakdowns in the records management
programs for securing records, lost lap tops, etc. we have gone from one
vendor proclaiming Sigma Six accuracy to a day to day RAIN reporting
that makes you question whether we as a society have any management
skills at all with regard to information management.
I have a presentation scheduled in a few weeks and I want to talk real
world so I would like anecdotal reports of the state of the art in
records servicing.
Now if I was Peter I would create a great Zoomerang survey and solve
this riddle but for a short and sweet quality check could I get a few
RM's to respond to the following:
In the last year,
How many times have you asked for a box or file that could not be found
on the first request?
How many times did you request a boxes or files and the wrong one was
returned or additional files not requested accompanied the delivery?
If a box or file was misplaced, how long does it take to get the right
one back?
Deliveries used to be - Request it in the morning and it was on site by
the afternoon or the following morning. Delivery windows have increased.
If you request a box at 10:00 AM on Monday, when would it normally
arrive with certainty?
...and while this may not be your responsibility, it is part of the
records management process and you should keep track of the metric as
part of records management so you would have to request this of
IT........?
How many times is a tape/cartridge requested that it is not able to be
delivered in the required time period?
How many tapes/cartridges are misplaced for some period of time during a
year?
Are tapes/cartridges ever lost?
Is a pick up ever missed where a 4:00 PM pick up does not occur until
the following day?
Do tapes/cartridges ever come back with signs of distress, damage, or
moisture exposure?
I am not looking for a researched and documented study but just off the
cuff replies to refer to versus the articles to see what the condition
of the industry is. You can send the replies to me at
[log in to unmask] since failure rates by company name should never be
public knowledge. I am not going to keep the emails just the data.
If even answering these questions makes you queasy, just tell me that as
that speaks to the industry as well.
Hugh
Hugh Smith
FIRELOCK Fireproof Modular Vaults
[log in to unmask]
(610) 756-4440 Fax (610) 756-4134
WWW.FIRELOCK.COM
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
PHILLIPS FOX - NOTICE:
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Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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