Hi Brad......
There is a cost to do business and store records. If a cost analysis
study was performed showing current costs to store records externally
compared to storing in house, I would hazard to guess that it is much
cheaper to store externally. Of course if you own many buildings that are
just sitting without use, it might be best to have an internal long term
storage facility. Of course you would have to staff it, buy shelving,
arrange for security, and pay for the utilities for the building, etc.
Take a look at your retention schedule. Are there areas which are not
governed by statutes and the company given retention seems longer than it
should be? At one time, many of our record series were considered
permanent (whatever that means) and we reviewed the value of the record
long term and realized that 25 years would more than suffice. As a
result, many of the records came forward to be destroyed and our offsite
storage costs were reduced.
Of course for long term preservation, you might consider scanning the
information or storing on microfiche. The cost to do this might be less
than long term storage costs.
So fight the battles you can win and show the organization that you can
save them money. This is all part of marketing your RIM program and
showing the value of it to your organization.
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
[log in to unmask]
"Information is a corporate, strategic asset that needs to be managed"
"Furlow, Brad" <[log in to unmask]>
Sent by: Records Management Program <[log in to unmask]>
12/07/2009 01:10 PM
Please respond to
Records Management Program <[log in to unmask]>
To
[log in to unmask]
cc
Subject
Re: Pulling & Storing of Records
Based on what I have heard from meetings & various comments, they are just
having a problem understanding why we should pay so much for storing
anything.
Something I think is going to be an eternal battle for me in my current
position.
Thanks,
Brad Furlow
Records Manager
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of sasha babin
Sent: Monday, December 07, 2009 10:37 AM
To: [log in to unmask]
Subject: Re: Pulling & Storing of Records
I think it depends on agreement between your company and off-site storage
provider.
It is possible, that somebody did all the best to safe the money, but
during the time the real policy/procedures how to deal and what to be
sent to off-site storage were forgotten.
I also had the situation when my company thought that off-site storage
belongs to the company and were surprised that we should pay for the
services.
Check the original contract and your own policies and procedures first.
Regards,
Alex Babin
__________________________________________________________________
Connect with friends from any web browser - no download required. Try the
new Yahoo! Canada Messenger for the Web BETA at
http://ca.messenger.yahoo.com/webmessengerpromo.php
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]
"*PLEASE CONSIDER THE ENVIRONMENT WHEN DECIDING TO PRINT THIS MESSAGE*
Toronto and Region Conservation Authority Confidentiality Notice:
The information contained in this communication including any attachments
may be confidential, is intended only for use of the recipient(s) named
above, and may be legally privileged. If the reader of the message is not
the intended recipient, you are hereby notified that any dissemination,
distribution,disclosure or copying of this communication is strictly
prohibited. If you have received this communication in error, please
resend this communication to the sender and delete it permanently from
your computer system.
Thank you."
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]
|
