Since you are using a vendor the real question is to determine what is 
acceptable to you and then work with the vendor to achieve it. Many years 
ago we had the same problem with our storage vendor. Turned out they were 
taking the records we had requested to be destroyed and placing them in an 
unlocked trailer in their unfenced yard. When they got a full trailer load 
they would haul it to paper recycler for destruction. Since we were storing 
client records this was unacceptable from a security and timely destruction 
standpoint. If you have to produce records for a court action and they had 
not been physically destroyed you might be required to produce them even 
though you had requested their destruction.

We negotiated with the vendor to have our records destroyed on request.

Robert F. Nawrocki CRM
Innovate and Infuriate
My opinions are my own and not my employers.






>From: [log in to unmask]
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: Re: [RM] Off-Site Destruction on Inventory that is stored 
>off-site.
>Date: Wed, 15 Mar 2006 14:21:59 -0600
>
>The service we us is a vendor storage service that stores our boxes that
>are archived.  Once a year we do a destruction of the boxes that are
>off-site approved by our Tax and Legal council.  The destruction takes at
>least 3 months or more... before a Final Destruction Certificate is sent
>to us.  Is this an acceptable turnaround time?
>
>Thanks
>
>Sue
>
>Suzan Dekart
>651-490-8003  x528003
>Corporate Records Retention Coordinator
>Off-Site Manager
>Privacy & Information Mgmt
>[log in to unmask]
>
>
>
>
>
>"Robert L. Bailey" <[log in to unmask]>
>Sent by: Records Management Program <[log in to unmask]>
>03/15/2006 01:22 PM
>Please respond to
>Records Management Program <[log in to unmask]>
>
>
>To
>[log in to unmask]
>cc
>
>Subject
>Re: [RM] Off-Site Destruction on Inventory that is stored off-site.
>
>
>
>
>
>
>;You did not mention if this was your own destruction service or a vendor
>destruction service.  If a vendor and their normal service is 90 days
>notification at a certain price, change your contract or find another
>vendor
>that will do it the way you want.  2 weeks or 30 day notification of
>destruction.  If you work in an area where there is only one vendor, then
>negotiate a different deal.  Be aware the price may go up, but most
>vendors
>will try to offer you the service you need.  If it is your own destruction
>
>service, talk to the boss and see if you can get improved service.  Seems
>to
>me that 30 days is an adequate turnaround time.  This is what we used in
>city government in California.
>
>Dr. Robert L. Bailey, CRM, MIT
>----- Original Message -----
>From: <[log in to unmask]>
>To: <[log in to unmask]>
>Sent: Wednesday, March 15, 2006 10:38 AM
>Subject: [RM] Off-Site Destruction on Inventory that is stored off-site.
>
>
> > Good Afternoon,
> >
> > What are your acceptable turnaround time for off-site destruction?   I
> > have been experiencing 3 or more months before I receive the final
> > Destruction Certificate.
> >
> > First you  send in a report of the boxes to be destroyed.  Then it may
> > take 2 weeks or more to receive the Preliminary reports.  Next you
>review
> > and sing and send back (within a couple of days.)  Then wait for the
>Final
> > Destruction Certificate.
> >
> > I would like to know what some of you have experienced and what are your
> > expectations are?
> >
> > Thanks
> > Sue
> >
> > [log in to unmask]
> >
> >
> > List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> > Contact [log in to unmask] for assistance
> >
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
>Contact [log in to unmask] for assistance
>
>
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