Chris, I've copied below the supplemental insurance requirements for
records that I wrote into the storage contract at the New York City
Department of Environmental Protection (DEP).
We got 12 bids, the amounts of which followed a standard distribution
curve.
So far, no records of either type have been lost.
(1) For loss of inactive records, $10.00 per standard storage
container.
(2) For damage to inactive records, a per-container amount
sufficient to cover either restoration of the original records or
conversion to microfilm. If conversion to microfilm is chosen, the
specifications for the microfilming work shall those provided by DEP (a
sample DEP Microfilming Specification shall be made available upon
request).
(3) For loss of Special Collection records (records judged by DEP to
have intrinsic historic or aesthetic value as described in section 7.4),
$200.00 per standard storage container.
(4) For damage to Special Collection records (records judged by DEP
to have intrinsic historic or aesthetic value as described in section
7.4), a per-container amount sufficient to cover either restoration of
the original records or conversion to microfilm, the choice to be at the
sole option of DEP. If conversion to microfilm is chosen, the
specifications for the microfilming work shall those provided by DEP (a
sample DEP Microfilming Specification shall be made available upon
request).
Fred
===================================================================
Frederic J. Grevin
Deputy Commissioner and Chief Information Officer
The City of New York,
Department of Records
Email: [log in to unmask]
Land phone: 212.788.8615
Cell phone: 347.436.5360
Fax: 212.788.8614
www.nyc.gov/records
31 Chambers Street
New York, NY 10007
USA
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Chris Browne
Sent: Friday, February 29, 2008 14:14
To: [log in to unmask]
Subject: [RM] Storage vendors and liability
Dear Godfathers and Godmothers of RIM,
I'm intensely curious to hear what other organizations have been able to
negotiate into their storage contracts regarding vendor liability for
lost containers or digital media.
The Vendor That Shall Remain Unnamed assumes liability up to $1 per box,
which seems almost offensive. I'm wondering - has anyone ever negotiated
liability into their contracts based on content type? For example, a
certain liability is established for containers archived under a certain
record series, such as general accounting, whereas a different level is
established for intellectual property records series. Or perhaps levels
based on standard containers versus vital records?
Anyone doing something similar?
By the River in the sunny City of Trees.
Chris Browne
Micron Technology, Inc.
Boise, Idaho
"The real are of conversation is to not only say the right thing at the
right time, but also to leave unsaid the wrong thing at the tempting
time."
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