On Thu, Sep 29, 2011 at 9:35 AM, Christina Zamon <
[log in to unmask]> wrote:

> I know I'm posting a little late in the game but if anyone can give me some
> information before 2pm EDT I would be most greatful.  I'm having a meeting
> at 2pm with our Director of Purchasing to discuss having her create an RFP
> for a college-wide documents destruction, storage, and imaging vendor.  I
> realize that we might end up with two vendors with one doing one set of work
> and the other doing another part of the work.  Bottom line is, I know there
> are regulations on security for various laws out there such as HIPPA that
> would influence what we are looking for in an company.
>
> Bottom line is, I've never done an RFP before let alone one related to
> records management which isn't really a field I am well versed in (although
> I'm learning a lot these days).  Beyond the basics of finding a company or
> companies that can perform destruction, storage, and imaging, what else do I
> need to include in this RFP?
>
> Just for some quick background, our College is working on implementing a
> college-wide records management program and part of the implementation calls
> for one (or if need be) two vendors to handle all destruction, storage, and
> imaging on campus rather than the 5 (maybe more that I don't know about)
> companies that currently service the various departments on campus.  We are
> hoping to get a contract with one or two companies to reduce waste and
> streamline the process, not to mention save some money along the way.
>
> ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
> Christina J. Zamon
> Head of Archives & Special Collections
> Emerson College
> (617) 824-8679
> ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
>

Initial suggestion is SLOW DOWN THE PROCESS.

You say you're in the process of "... implementing a college-wide records
management program.." and this RFP is but one small aspect of this
implementation.

Until you've performed an assessment of the entire scope of your program-
where 'stuff' is, what types of stuff you have, how much stuff you have what
is record, what is reference copy, what regulations you're bound by (based
on content and record types, etc)  You have NO IDEA what you need to put in
this RFP.

Your goal should be to AT MINIMUM perform a gross level inventory of
locations, volumes, and types of information that the program will have
responsibility for and PREFERABLY develop an FRD  (Functional Requirements
Document) of what aspects will be required for a complete RM Program for the
scope of what you are charged with managing.

At that point, you can look at generating implementation plans, with
estimates of effort and cost to accomplish the various aspects of the
development of an RM Program, including milestones and tasks, such as
preparing an RFP/RFQ for services such as imaging, storage, and
dispositioning of records.

One thing you'll DEFINITELY need is a retention schedule, and likely because
you're an educational institution, you'll have to consider what materials
may have "enduring, historic or intrinsic value" to be placed in an archive
as well.

Larry

-- 
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

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]