Last week, Hugh asked:


On Tue, Jan 21, 2014 at 7:19 AM, Hugh Smith <[log in to unmask]> wrote:

> Here is a survey for you..........   Peter could do it as a Zoomerang or some
> more efficient study but here are the questions:
>
> Do you have the authority from management to place in your contracts the
> ability to limit the movement of records from one vendor to another?
>
> Does your contract state that the sale of your records storage vendor
> voids the current contract?
>
> Do you have a clause in your contract that controls where your records are
> stored?
>
>         One RM found that the corporate records were spread over 4
> different states in the Northeast (and six different storage facilities)
> and any audit required that multiple sites be visited to verify the records
> existence.
>
>         If you have a requirement to be in climate controlled storage and
> the new vendor does not offer it; or, is full and has no room for your
> records, what happens?
>
>         If your media is to be stored in a Class 125 Media Vault and the
> new contractor has no such vault, can you remove your media?
>
>
This week, another announcement of an independent storage provider being
acquired by a larger firm, and in the announcement they clearly state they
are intending to move holdings:

http://www.sdbmagazine.com/Article.aspx?article_id=154282

"Access says it plans to relocate all the acquired company's accounts to
Access' Phoenix record center facilities within the next several weeks."


No way of knowing if this is a good, bad. or indifferent thing until it is
over... but it is seldom seamless and without some issues.

So, if you have records stored with Archive Management Services in Phoenix,
and you have an in-force contract, you may want to consider some of the
questions Hugh posed above.

One thing not mentioned by Hugh is to consider requesting a complete
inventory of records in storage and comparing that against your own records
to verify/validate all of your boxes are accounted for BEFORE any
relocation occurs, and then checking again AFTER the move.  The last thing
you want to deal with is a "he said, she said" problem after the move if
something is missing.

You may also want to do a spot check to make sure that during a major
relocation like this none of your boxes get damaged and/or speak to the new
vendor to find out what happens IF any of your boxes are damaged and
replaced (labeling, notes on the boxes, your numbers, etc.) to ensure you
don't lose any identifying information.  Also, you should not see any cost
impact, as it was not YOU who requested the relocation. And any new boxes
should be of equal or greater quality to your existing boxes.

Make sure you are clear on WHEN this is going to occur and how long it will
take, to ensure you know if access to your boxes will be impacted.  And
more than likely, this new firm will be placing their OWN identifiers on
these boxes, so now you will have to contend with your number, the prior
vendors number and the new vendors number... and if they ARE using their
own label, make sure you have the ability to discuss with them the need for
YOUR number (and any other information you have on the boxes) to remain
visible.

And naturally, if you have ANYTHING that had/has special handling/storage
requirements that you had negotiated with your prior vendor.... you will
have to ensure that will remain the case with your new vendor.

If it were me, I would MOST DEFINITELY want to see the facility PRIOR to
anything being moved.  I would also want to see my boxes prior to the move
to verify the condition prior and post move.

Larry
[log in to unmask]

-- 


*Lawrence J. Medina Danville, CARIM Professional since 1972*

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