Ian,
Depending on delivery method you should be able to track it through carrier. However, if like our vendor, you get them sent to you directly from storage, you should be able to have them show the necessary supporting documentation and who signed for the boxes. If they cannot produce this information, the boxes were not delivered. Most storage vendors require signatory response on delivery. The next step would be to do an inventory with the current vendor to see if any boxes were not properly processed.
If the vendor did the proper procedures, you should have available the names of the personnel internally that received the boxes, the date delivered and to whom.
Once these avenues are explored I would recommend that a risk analysis be done to determine if the missing information is going to expose you to sanctions or fines and then I would consider pursuing legal action. Also, someone else mentioned verifying your destruction records. If you find these items were in fact due for or destroyed audit your billing to determine how long you were billed for storage of destroyed boxes. In the past I have had boxes belonging to the business I worked actually end up in inventory for other companies that had withdrawn their records from the vendor.
Donald J Mattson
Electronic Records Manager
CenterPoint Energy, Inc.
713-207-7167
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Ian Janssen
Sent: Tuesday, April 07, 2009 8:57 AM
To: [log in to unmask]
Subject: Missing Boxes
Recently, this institution made a transition from one records storage
vendor to another, with approximately 14,000 cartons of records moved
between the two. Out of that number, 30 remain with the original vendor
and were not moved for reasons unknown. That vendor is searching for
cartons, but is beginning to indicate that the boxes were sent to the
university, which they most certainly were not; likewise, they never
were sent to the recipient vendor. The vendor's own systems indicate
that the cartons were withdrawn but not shipped.
I have tried every trick in the book, so to speak, to obtain these 30
cartons from the original vendor, without success to date. Short of
litigation, what options as a departing customer do I have? Has anybody
else experienced a similar situation, and if so, how was it resolved?
If you wish to contact me off-list, please do so at [log in to unmask]
Thank you.
--
Ian Janssen
Director
University Archives and Records Management
University of Delaware
002 Pearson Hall
Newark, DE 19716-0501
Phone: 302-831-2750
Fax: 302-831-6903
Email: [log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]
|
