Bob,

One company I was formerly associated with did this in a two-part process. 
First, the employee who would own the contract determined by answering a 
set of questions whether or not the records kept by the contractor would 
be the company's records or not. In those same questions the appropriate 
record series/retention  was established. If in step 1 it was determined 
that the contractor would be maintaining records that belonged to the 
company, then in step 2 the candidate contractor(s) were given a separate 
set of questions to determine their potential level of compliance with the 
company's retention period for those specific records. A score was given 
based on their answers so that competing contractors could be compared as 
to their level of compliance. All of this was captured in an automated 
system that provided documentation of the process. Then the language was 
written into the contract for the requirement for the selected contractor 
(okay, so maybe it was a 3 part process). 

Gary Link
Pittsburgh, PA
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