I think you hit it on the mark with this Hugh,

Key points here are in my experience, Procurement and Facilities tend to get eyebrow deep in the discussion and vendors tend to start excluding the professionals (us) during the conversation. Why, likely they don't want to get a Schedule A that is almost ironclad. If you have an ironclad contract, these hidden charges suddenly don't happen, and when they do, you have a strong argument. I have sent boxes to storage in my previous job only to have to pull back new archive only to find forklift damage as well as "cheeky" imprints on the box lids. Which then made it necessary to do a visual inspection of all of the boxes prior to return or initial inbounding. Digital cameras are nice for this. 

Offsite vendors are like any vendor, they are in it for the money. As we move forward and as regulations and laws are passed making our services more critical, the business enterprise is going to have to make allowance for the records professional to be more involved with the contract negotiations. However, once a vendor starts creating an environment where they are in full control of content without the liability that we the owner must take head on... alone. Remember that wonderful article that reported the comments by the then CEO of the biggest records vendor, "even if it is our fault, it is your fault" not a direct quote but my interpretation of it.

Offsite records storage vendors shouldn't be digging in my enterprises records. They are storing them but since they refuse to accept any liability they need to get a grip and let the professionals do their thing. I have recommended to my management that if a box of records is damaged, prior to return they should be re-boxed by our records staff. (The original barcode scans very well taped with clear packing tape.) If a box is damaged or needs replacing (it still amazes me how a box that should just be sitting on a shelf, throws itself from it resting place and bursts, maybe a box intervention unit needs to be used there) it should be in contract a box needs to be returned for repacking by the owner and cost should be carried by the vendor. Exception would include a box that was sent in bad condition, which should be refused by the vendor, a box that has been requested and delivered numerous times (which should be repacked before return if damaged) and off sized boxes that s!
 hould not have been used. Otherwise just how did the box get damaged?

The reason the enterprise moves to offsite storage is to save money. It isn't until everything is moved do you realize, unless the boxes are never accessed, or you lock down your contract, you actually end up paying more in the long run.

Those that know me, know I have a very low opinion of most of the Storage vendors. However, those in the storage business also know that if I am wrong I will admit it and pay the charges.

Don Mattson
Houston TX

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