Hi Rick,
We use the vendor for semi-active records. We have our own box and
content data management system because under the vendors terms, any data
entered in their system is data that they own and which we do not have
data transfer rights should we decide to remove our boxes from their
storage. We do about 1000 new box submissions a year and about 1,000 to
1,500 retrievals using the current system and have over 12,000 boxes in
storage.
The vendor we have now bought the company we originally signed with back
in 1979. For many years, we have not had a signed contract because what
they provide is an international "boiler plate" contract that our legal
and purchasing divisions cannot sign due clauses that contradict city
policies and Canadian legislation.
There are not many other options where we are located, and there are
significant penalty charges should we decide to move our boxes
elsewhere. So this is the "box" we are working within.
So some limitations here for sure.
Thank you for your comments,
Lois
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Rick Jones
Sent: March-27-12 12:56 PM
To: [log in to unmask]
Subject: Re: Box Storage & Restricted Records
Lois:
Sounds like you have historically been using a simple bulk storage
vendor
for dead storage. If you want to move your restricted and confidential
records off-site, and you want accurate access and metadata info on your
files, you either need to vend with a company who is a commercial record
storage vendor and has processes in place to do so (big difference than
a
big building with racking), or your current vendor needs to step up and
implement a detailed tracking system to manage records rather than
pallets.
Let me know if you need contact names in that area for comparative
purposes.
Rick Jones
Director
Tel: (727) 726 6173
www.oneilsoft.com
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf
Of Enns, Lois
Sent: Monday, March 26, 2012 1:37 PM
To: [log in to unmask]
Subject: [RM] Box Storage & Restricted Records
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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