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RECMGMT-L  September 2002

RECMGMT-L September 2002

Subject:

Re: Commercial Storage vs. Company-Owned Storage

From:

Margaret Duncan <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 6 Sep 2002 08:32:33 -0700

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (82 lines)

At the church organization that I worked for until just recently, we ran our
own records center.  The program is now going through its third reassessment
for reasons unknown but I suspect it to be cost (among other reasons).  Was
it more efficient than using a commercial center, from our point of view the
answer was yes.  The type of records we had and the amount of research done
on these records gave overwhelming support of running the records center.
The staff of 8 in the Records Management office serviced nearly 1000
employees and helped in locating answers to questions from the outside
world.

The answer to the WHY question is most important followed by the How Much
and Where questions.  Our records center was 17 miles round trip from the
headquarters -- a mere 20 minutes to and from.  If the records was a red tag
we could have it back within 2 hours if necessary.

Meg Duncan
Milford, MA

----- Original Message -----
From: "Lawrence Medina" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Thursday, September 05, 2002 11:34 AM
Subject: Re: Commercial Storage vs. Company-Owned Storage


> Making this decision based solely on volume will never
> result in anything meaningful.
>
> Irrespective of the volume, an organization needs to
> determine WHY they are managing the storage of
> records and the usage pattern associated with the
> records prior to even giving consideration to changing
> what they're presently doing.
>
> If the customers/users of the services are
> dissatisfied with the response time or the ability of
> the staff to meet their needs for retrieval of
> information or delivery times, then there are obvious
> concerns that need to be addressed.
>
> If the current location is unable to adequately house
> the present and/or projected volume of records being
> stored, or is in serious disrepair and/or need of
> facility improvements that would result in capital
> costs the organization is unable/unwilling to make,
> then there are definitely reasons for considering a
> shift in how things are being done.
>
> It's like many of the other items we've discussed here
> regarding electronic records or tape library
> management, a thorough needs analysis needs to be
> performed and once you determine what the needs are,
> if your existing process is unable to meet those
> needs, then you are much better equipped to evaluate
> what options are available to you and THEN make an
> informed decision as to what course of action you
> should take.
>
> One of the most common reasons for deciding to
> contract this service outside is the ability
> to "charge back" to the owning organization the cost
> of services provided by the vendor.  Make sure that
> the organizations have a SOLID understanding of ALL
> THE COSTS they will be subject to, including
> retrieval, refiling, reports, delivery, pickup and
> possibly a "hostage fee" if it can't be negotiated
> out.
>
> And keep in mind, SOMEONE is still going to have to
> administer the contract in-house, so there will be
> costs for this service that will either be borne by
> the overhead function or spread across the
> organization as well.
>
> Larry Medina
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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