Good morning!
We are working towards a City Hall move in 2013. As a cost-saving effort
(and as a push towards paperless workflows), the available paper storage
space in the new building will be dramatically less than we have in the
current building, where we have been for 50 years.
As a result, we are looking at off-site storage of restricted and
confidential records that have in the past been kept in vaults and
locked offices (e.g. litigation folders). The vendor does not appear to
have any special procedures for dealing with these types of records.
As a starting point, our off-site vendor has PCI standing, and we have
toured their facility and are satisfied with their security in terms of
lock-down, CCTV, etc. The rep also assures us that their staff are
bonded.
Additionally, we do not provide the vendor with any box content data. To
the vendor, all of our 12,000 boxes are just numbers and they use our
control numbers for folder retrieval. They do not have any content
listings, and the boxes do not indicate which organizational unit the
boxes came from. (We keep this information in our own on-site database.)
Our plan so far would be to either tape or zap-strap the boxes so that
we can tell if they have been opened during their time in storage. On
the plus side, we would know if the boxers were opened. On the downside,
we would also be flagging which boxes are worth opening.
I didn't find anything in the archives on this issue and am putting up
on the listserv for consideration. We're interested in any comments or
advice people may have on this issue.
Thanks very much,
Lois Enns
LOIS ENNS BA MISt | RECORDS MANAGER
CITY OF SURREY
Legislative Services Division
14245 56 Ave, Surrey, BC, Canada V3X 3A2
P 604 591-4554 | 604 591 8731 www.surrey.ca
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