Hi Records Folks,
Just quick question. I am doing right now the records inventory for 19 Divisions across of our organization.
I realize that some of divisions do not have records series codes but they do have records series titles. They use the alphabetic filing method.
My question is how do you come with a record series code which links with the record series title already there?
The goal here is to have a retention schedule for the organization that converts inside the divisions.
Is anyone want to share his/her experiences about it? I would like to hear from folks.
Thank in advance for your inputs.
Cheers,
MOK
-----Original Message-----
From: Pilar McAdam <[log in to unmask]>
To: [log in to unmask]
Sent: Thu, Jan 14, 2010 7:19 pm
Subject: Re: Off-site storage fees
I'd like to warn those negotiating new or follow-on contracts to be very
atchful of all pricing breakdowns at ALL levels within the proposal
ach and every time the vendor comes back with a revision.
In my experience, a vendor may offer to reduce a service cost during
egotiations. However, in subsequent reviews of the entire pricing
tructure, other changes -- unrequested and unmentioned -- may appear,
nd these changes may result in the vendor gaining increased income to
ffset the agreed-to reductions.
Examples:
- Reduction in standard pick-up/delivery fees, but addition of a
er-item fee tacked on for every transaction
Reduced monthly storage fees, but addition of new administrative
harges
Upon contract renewal, no increase in storage or basic delivery
harges, but standard next-day delivery is being changed to standard
-day delivery
I guess what I'm saying is that companies are getting very creative in
inding ways to end up getting the same income from a contract, even if
hey restructure the sources of that income.
My recommendation would be to develop a standard realistic scenario for
our company/organization that includes a representative spectrum of
ypical services over a timeframe, say 3 months. It might look
omething like:
- starting inventory in storage: 28,000 boxes
box new adds: 750
box permanent removals: 600
box destructions: 150
standard delivery requests: 1,200
RUSH delivery requests: 75
after-hours delivery requests: 30
standard pick-up requests: 60
etc., depending on the types of services in your contract
Then, using the pricing provided in your quote, extrapolate out the
otal cost for the timeframe.
This approach helped us greatly during a recent evaluation of competing
roposals and helped us to recognize when something in the proposal
hanged from one version to the next (particularly when the vendor
adn't highlighted that particular change).
Pilar C. McAdam, CRM
[log in to unmask]
os Angeles, CA
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Pilar C. McAdam, CRM
irector of Business Intake and Records
33 South Hope Street
3rd Floor
os Angeles, CA 90071-1448
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irect: 213.617.5417
ax: 213.443.2703
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