Colleagues,

I seek your experience and insight.

QUESTION:  Is it customary and appropriate for a vendor to charge for a Certificate of Destruction and, if so, what is the appropriate fee?

BACKGROUND:  To resolve a legal matter, Harris County has entered into an agreement with a private firm to provide us with $20,000 of destruction services, primarily for non-paper information media but also for sensitive property such as law enforcement uniforms.  The company does not have a fee schedule nor has the court provided me, the project manager, guidance to determine if charges are reasonable.

The first Invoice/Statement of Services includes an $85 charge for the Certificate of Destruction.  (Normally the Certificate will include photographs of the material being destroyed although we waived that requirement this time as it was a witnessed destruction.)

I want to be fair with the vendor, but it is my responsibility to ensure that the County gets full value for accepting the agreement.  So, before I approve or challenge this charge, I ask my fellow List Servers for their counsel and advice.

Paul R. Scott, CA, CRM
Records  Management Officer
Harris County, TX

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