In response to Earl's concerns, I worked at a commercial record center for
12 years. We stored over 800,00 boxes of records. We made hundreds of
deliveries every day, without incident. The retention dates were provided by
the client (you), and they are regularly sent destruction notices of the
boxes that have attained that date. Once authorization is given by the
client, the boxes were destroyed. 

The contracts are very clear in what the obligations of each party are. And,
repeatedly, it is proven much cheaper to store the records offsite than
onsite. The space can then be utilized to generate revenue, as opposed to
costing money for utilities, the cost of space per square foot, and most
importantly, who
has access to the records. With the records management software that
commercial records centers utilize, they always can show where everything
is. Is internal tracking of information easy or difficult at your
organization? Typically, it is difficult. 



Regards,



Tom Dumez, CHP, CHCS | President   
Prime Compliance
(616) 893-8243 | www.thehipaaman.com


Confidentiality Notice: This e-mail (including any file attachments) is for
the sole use of the intended recipients - not necessarily the addressees,
and may contain confidential and/or privileged material. You are hereby
notified that dissemination, disclosure, distribution, duplication, or other
use of this transmission by someone other than an intended recipient or an
intended recipient's designated agent is strictly prohibited. If you are not
an intended recipient or believe you have received this transmission in
error, please return this e-mail using a reply command and then delete all
copies. Also please notify me by calling 616-893-8243.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]