Laura,
It is best practice for the Records and Information Manager to be the owner
of your company's data.
I would suggest using the the vendor's report as an auditing tool to ensure
that all of the transactions are consistent and correct and I would
not relinquish the responsibility of managing the metadata associated with
your company's records to a vendor.
Keep in mind, as a generalization, off site storage vendors are in the
business of managing space and have less attention to detail with anything
that is not generating revenue.
On Fri, Mar 11, 2011 at 9:46 AM, Laura Steinberg <[log in to unmask]>wrote:
> This brings up a question for me that I hope I can get some feedback on...
> Even when my firm's off-site storage provider provides me with a
> list/inventory of my boxes, I've always felt more comfortable keeping my own
> lists. On my list, I track permanent removals (and for what purpose), or
> file/folder removals within a box (for whatever purpose). Am I being too
> cautious and creating more work for myself than is necessary, or is this
> something the majority of you do in a normal course of business way? About
> one and one-half years ago, I went through a change in vendors, and with my
> lists in hand (old vendor, new vendor and my own list) I was able to keep on
> top of the transfers.
>
>
> --
> Laura Steinberg, Records Manager
>
> Epsten Grinnell & Howell APC
> Attorneys at Law
> San Diego | Murietta | Palm Desert
> 9980 Carroll Canyon Road, Suite 200
> San Diego, CA 92121
> Phone: (858) 527-0111 Fax: (858) 527-1531
> Visit Our Website: http://www.epsten.com
>
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> -----Original Message-----
> From: Records Management Program [mailto:[log in to unmask]] On
> Behalf Of Julie Fleming
> Sent: Friday, March 11, 2011 9:51 AM
> To: [log in to unmask]
> Subject: transitioning off-site storage vendors
>
> My company is in the process of transitioning from one off-site storage
> vendor to another. We are experiencing a little difficulty with the
> transition in the sense that the old vendor has provided me with a list of
> the containers they say they sent to the new vendor each week; and the new
> vendor claims that they have not received all of the boxes the old vendor
> claims to have sent.
> The person preparing the permanent removal list in advance is not the same
> person pulling and preparing the boxes for shipment at the old vendor.
> All
> boxes at the new vendor are reportedly being handled via bar code scanning.
> Has anyone experienced this problem and, if so, what steps did you take to
> resolve the issue? Thank you in advance for any insight or advice you can
> provide.
>
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--
Christine M. Figueroa, MLIS, CRM
Records and Information Manager
Newport Beach, CA 92660
[log in to unmask]
714.402.9110
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