Hi Chris, is there an email I can contact you offline regarding this? I am in a similar situation.
Thanks!
- Brett
Brett Wise CRM, IGP, CIP | American Board of Pediatrics
Director of Records & Information Management
111 Silver Cedar Court
Chapel Hill, NC 27514
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Christine Martin
Sent: Friday, February 12, 2016 12:15 PM
To: [log in to unmask]
Subject: records held by Concur--how to get them to destroy?
My apologies if you have seen this email before. I'm not sure it was received when I sent earlier this month.
I work for the Joyce Foundation
(in Chicago) as its records manager.
We use Concur to manage and process
expense reports, travel receipts, and the like. The expense reports, etc.
sit on Concur's servers, not ours.
Our records retention schedule says
that expense reports, receipts, etc. are to be destroyed after seven years.
Concur, however, says that its policy is to keep records through the life of the contract, at which time records are returned to the customer (and no longer held by Concur).
The upshot: Concur will hold our records well beyond our retention schedule.
I know (now) that we should have included a clause in our contract that requires Concur to destroy records in accordance with our records retention schedule. Does anyone have any contract language that they are willing to share? If so, I would love to hear from you.
It's also been suggested that I (or my boss) simply write a letter to Concur when it's time to destroy records--asking them to comply with our records retention schedule. Have any of you tried this?
Again,
if you have contract language you are willing to share (or any other insight re getting third-party vendors to destroy records as per records retention schedule), please let me know.
Thank you.
CHRIS MARTIN
Research Associate/Records Manager
THE JOYCE FOUNDATION
_321 North
Clark Street, Suite 1500_
_Chicago, Illinois 60654_
_312.782.2464
(main)_
_312.595.1350 (fax)_
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