Through the years I have heard of one vendor winning a storage account  
for either tapes or boxes, that came on the heels of an IT Manager or  
a Records Manager being replaced, and the new occupant of the office  
selecting a new vendor due to problems which led to the termination of  
the previous person.

For example, we recently talked about unauthorized re-boxing of  
records and the issues associated with that: un-budgeted increases in  
storage costs, legality of third party access to records and concerns  
about integrity.  One records manager came close to termination for an  
enormous sum for this.  In fact, the size of the fee was so large the  
company was comfortable turning it over to legal to rebut the charges  
and the company backed down.

But another issue that is on the horizon, it the accuracy of location  
of boxes and tapes in storage.  Apparently, neither RM's or IT thought  
about the fact that their vital records could be sent to multiple  
locations.  During an annual audit, it is determined that the  
materials are turning up in multiple locations. Since no one foresaw  
this issue, it never came to light.  With Data Mapping this is now on  
the radar.  Are you, without substantiation, thinking your records are  
in the 3rd and Walnut warehouse or data vaulting facility?

You look like a fool when the audit shows that you really don't have a  
clue? That you never even asked the question.  Where are my records?

I am not criticizing an offsite storage or media vaulting company for  
this.  This is all you!!

Do you have a clause in your contract that states that the employees  
and their office site who is handling your records must be identified  
in advance? From the driver to the person on their dock to the person  
putting it on the shelf or in the vault.  Having this list shows that  
you manage your records should you go to trial.  How can you know  
where your records are if you don't know who is handling them.  (This  
is simple, if an employee that appears on your list is from the  
Highland and Cross Avenue warehouse, then you know not all your  
records are in the 3rd and Walnut facility.)  Should a Katrina hit, or  
the vendor's data base is hacked, you can at least start with knowing  
where to look for your records.  Again, think about Court..........  
Mr. Jones, do you even know where all your records are located?  Yes  
sir, I do!  Do you know who handles your records on site and offsite?   
Ye sir, I do!  (Can you answer that way?)

When someone shows up to pick up records, do you check your list to  
see if this person is on the list?  If not, why not?

I could think of all sorts of things that can expose you to risk, but  
so can you.

Ten years ago when hostage fees, evergreen fees, account high water  
benchmarking and so on came into the industry I looked to blame others  
but I now realize that ARMA and the records managers themselves have  
done little to protect themselves.  The offsite companies are being  
smart. They must add ever more security and now they absorb ever more  
risk.  The new HIPAA fines will force them to carry errors and  
omissions insurance.  They must upgrade sprinklers to meet new codes,  
vaulting media is now a standard in the industry when only a few years  
ago climate control was enough. Warehouses have become as secure as  
Fort Knox. PII, PHI and PCI have changed the world.

A committee of high powered records managers created a new records  
storage contract for ARMA's library but I am told few records managers  
even look at it.  This is a document that should be used along side  
yours as a template to create a solid contract.

Maybe the ICRM should have oversight power on ARMA to avoid the  
problem of floating officers. This is a stable group and has the best  
interests of the records management community in mind.  With Web  
Meetings, conference calls and such, being an officer does not need to  
require travel and maybe terms could be longer.

Offsite storage companies have improved dramatically in the last 25  
years, but I find that most of this is due to their recognition of the  
real value of the records and the exposure they represent.  I don't  
think records managers as an entire unit have improved at the same  
rate. Are you proactive enough?  Are you influencing the trends or  
being influenced by the trends? Would some of these trends even  
appeared if RM's were proactive in protecting records.

Many would tell you that the reason for this is that ARMA does not  
have the same concern for your career and advancement as PRISM and  
NAID have for their members. The reason for this is ARMA thinks of  
itself as a tradeshow to garner revenue for the advancement of  
headquarters.  The annual slate of officers has little effect on the  
organization and like all bureaucracies, they worry about their  
survival not yours.  In a tight economy, this will show up more than  
ever.  Your power, your purchasing power and your advancement will  
convince more or less vendors to attend the exhibition.  Now more than  
ever, ARMA might be willing to listen to its membership and change to  
make it more supportive of your career advancement and to rectify  
problems that expose records managers to risk in holding their  
executive position.

The Board and CEO are more aware of you now than ever before.  They  
are looking over your shoulder.  This can be good or bad depending on  
how you protect the corporations records, vital records and media.  
Where is the PR firm writing articles for Fortune Magazine, Wall  
Street Journal and other CEO and Board read journals talking about  
your industry and its value.  Where are the bulletins warning you of  
certain trends that could embarrass you or cost you your job.

These should be brought up at ARMA.   Your new slate of officers  
should be asked "How will you change things?" After all these years  
ARMA still seems to be designed to teach a new records clerk "What is  
a record.........."  ( A good web site or a WIKI could do this part.)

ARMA is not an entity to promote the industry and its membership to  
those who's opinion can increase job security and compensation levels;  
and it should be. When your new officers come in, what will they be  
doing to address this?


Hugh Smith
[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]