Paul:
In my experience during my time as a municipal and corporate records manager I was never charged an additional fee for a Certificate of Destruction. It was always part of the normal service. I will note that while working in the municpal realm all of my destruction services were performed by another part of the City government or a contractor firm operating a city facility, and as a corporate records manager I used a/the large records management storage and service vendor. Their services included on-site moble, and off-site shredding/destruction.
Tod Chernikoff, CRMM
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> Date: Wed, 31 Aug 2011 07:28:35 -0500
> From: [log in to unmask]
> Subject: [RM] Charges for a Certificate of Destruction?
> To: [log in to unmask]
>
> Colleagues,
>
> I seek your experience and insight.
>
> QUESTION: Is it customary and appropriate for a vendor to charge for a Certificate of Destruction and, if so, what is the appropriate fee?
>
> BACKGROUND: To resolve a legal matter, Harris County has entered into an agreement with a private firm to provide us with $20,000 of destruction services, primarily for non-paper information media but also for sensitive property such as law enforcement uniforms. The company does not have a fee schedule nor has the court provided me, the project manager, guidance to determine if charges are reasonable.
>
> The first Invoice/Statement of Services includes an $85 charge for the Certificate of Destruction. (Normally the Certificate will include photographs of the material being destroyed although we waived that requirement this time as it was a witnessed destruction.)
>
> I want to be fair with the vendor, but it is my responsibility to ensure that the County gets full value for accepting the agreement. So, before I approve or challenge this charge, I ask my fellow List Servers for their counsel and advice.
>
> Paul R. Scott, CA, CRM
> Records Management Officer
> Harris County, TX
>
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