Bill,
Very sound advice about the location of the facility, out of harms way is
always better than the best protection you can provide in harms way.
As far as cost is concerned, most of the expense with offsite storage is
related to transport, you might find that it is more cost effective to use a
commercial vendor as you should be able to benefit from their economies of
scale.
For instance, a 2 way trip to a site 30 miles away would cost you far more
than the $15-25 that a commercial provider would charge (once you take into
account labor and vehicle costs), and if you chose your vendor wisely that
would be in a climate controlled, security monitored vehicle.
Gerard Nicol
TapeTrack Pty
Sydney, Australia.
-----Original Message-----
From: Roach, Bill J. [mailto:[log in to unmask]]
Sent: Tuesday, October 26, 2004 12:19 AM
Subject: Re: Question about Off site storage
Emma,
Just a couple of comments. You might want to review the lessons of the
1997 flood in the Red River Valley.
http://www.draves.com/gf/gflinks.htm
A downtown Grand Forks business that relocated their records from the
basement to the second floor of their office to protect them from potential
flood waters. The were burned in the fire which would have destroyed even
the best constructed and protected vault.
When selecting an offsite storage location, consider the risk as well as
distance. When only distance is considered, storing a vital record
copy 70 miles appears prudent. Duplicate records stored in Grand Forks, ND
should be safe from a flood event in Fargo, ND. However, a flood in Fargo
is most likely to cause a flood in Grand Forks.
As far as inexpensive storage for vital records, consider partnering with
another organization. By swapping vital records, both organizations can
protect their records for little more than the cost of transportation.
Bill Roach, CRM
Enterprise EDMS Coordinator
State of North Dakota
ITD/Records Management
701-328-3589
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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