Nolene,

The first thing I would do is check your contracts with these vendors and 
see if this type of recordkeeping is OK per the contract.  We're going 
through this with our charitable contribution 3rd party vendor who wanted 
to keep everything 2 years and then return it to us on a CD.  Trouble is 
that they were dumping  records with different retention periods on the 
same CD. 

Then decide those responsible for keeping the records, for what period of 
time and if it's not spelled out in the contract work with them on an 
acceptable process.  This may or may not include them just sending the 
information to you on a CD.  History tells me that nobody but you will 
care either way and you will need to force the parties together to create 
a process BOTH companies can live with.  If they tell you that's the way 
its going to get done you  have the ability to find a new vendor that will 
work with you or accept the risk.  Either way I'd get the solution in 
writing in case of future problems.


Steve Petersen CRM
Records Manager
Rockwell Collins Inc
319.295.5244

"Bringing Order Out of Chaos"

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