"The bottom line is that I don't trust that the vendor absolutely  keeps
track of our boxes, so I insist that our users keep a detailed  tracking
log of everything that comes and goes."




I usually make a good case with my clients that they should not rely on  the 
vendors database but use any of the available records management databases  
(won't name any) and keep their on database and it include the tracking log of  
everything that comes and goes as well as what is actually requested  
destroyed.
 
I had a client a few years ago who, had such an onsite  database.  Because of 
how earlier records had been sent to storgage, they  spent a great deal of 
time going to the vendor site, inventorying about  1,600  boxes, re-boxing and 
placing around 800 on  destruction  order.   A year later an audit was done of 
the vendor database and the  destruction order and it was found the the 800 
had not been removed from the  vendor database so the client was still paying a 
monthly storage fee.   That, even after paying the destruction and database 
removal fees.
 
I feel the client is ultimately responsible for the records regardless of  
where they are storedand  having an internal management system is very  
important.

 
Trudy M.  Phillips
File Management, LLC 
"Bringing Order Out of  Chaos"
8440 Lanewood Circle 
Leeds, AL 35094
Office:  205/699-8571   Fax: 205/699-3278 
_www.filemanagement.com_ (http://www.filemanagement.com/)   




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