Also, I think you should be sure it is written into the contract or
agreement that the media and format of the information will be
determined by your organization otherwise you could get a large bill to
convert from whatever media or format they are currently using to one
the courts or litigants will accept or one even your organization can
use.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Vicki McComb
Sent: Wednesday, April 18, 2007 2:35 PM
To: [log in to unmask]
Subject: Re: Electronic records hosted offsite by 3rd parties

On Wed, 18 Apr 2007 10:23:58 -0600, Chris Browne <[log in to unmask]>
wrote:

>

>c.	what processes and controls will be in place to ensure that the
>data is accessible in a timely fashion when we need it (it is data 
>frequently used in litigation; as an aside here, I consulted with our 
>attorneys prior to making my recommendation, and they agreed with me, 
>so at some point I will be sitting down with the group and Legal and 
>negotiating some kind of agreement.)
>
>Is there anything that I am missing here? What else should I be aware 
>of and bringing to the attention of my organization?
>
 
Chris - I would also be concerned about:
a) the vendor's ability to institute a legal hold on the elctronic
records and to suspend any automatic deletions in a timely manner;
 
b) how does the vendor dispose of the storage media which contained your
company's information? Do they sanitize the media to remove all data
prior to getting rid of old technology? The vendor may lease equipment
rather than buying it--in either case, do they have a policy concerning
destruction of electronic media to ensure privacy of data once they have
disposed of the storage media?

c) any additional fees or costs associated with getting your data back
should the relationship be severed in the future.

Hope this helps.

Vicki McComb
Senior Technology Engineer, Information Management

JM Family Service Center
ITS Risk Management
Office: (904) 739-6247
Fax: (904) 419-5932
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