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If your records are being managed and stored by an offisite records management vendor, they should be of great help to you in this instance. Firstly, your vendor should be able to provide you with a detailed inventory of the records in their charge. Secondly, after you and your counterparts determine ownership of each carton, notify your records storage/management vendor of the ownership changes in writing. Your records storage vendor will be able to negotiate a storage agreement with the "spun-off" entity or make arrangements to ship them out at the expense of the spin-off. In my experience at Data Storage here in Tulsa, most of the time the records never need to leave the shelf. At the direction of the customer, we reassign ownership of the proper cartons, negotiate a contract with the new company, and continue to store them with no shipping or access fees assessed to either of the customers.

Your records storage vendor should be able to make the spin off process pain free.

Wm. Scott Hambrick
President
Data Storage, Inc.
Tulsa's Records Management Leader Since 1976
918-664-6164 
www.datastorageinc.com

>-----Original Message-----
>From: Colgan, Julie J. [mailto:[log in to unmask]]
>Sent: Wednesday, September 6, 2006 10:47 AM
>To: [log in to unmask]
>Subject: Re: Handling archived records when company has merged or spun off
>
> <http://mm1.lettermark.net/agg/lhead/Standard.map> 
>
>
><Has a flag been raised that if boxes are retained with one of the
>companies (even with an access agreement is in place) that there will be
>issues when trying to retrieve vital data?>
>
>We deal with this quite a bit for attorneys who leave to work for
>another firm and take a client (or a portion of a client's work) with
>him/her. For the issue above, the concern is timeliness of access and
>retrieval in the event you need to access information that resides with
>the other party. 
>
>In order to mitigate this issue, the first step in the process is
>critical - the inventory. Once the inventory is compiled, it must be
>reviewed by both parties and all data that is deemed currently relevant
>or likely to become relevant is dealt with immediately and physically
>located with the most responsible party. The remaining material may
>stay where it lies with a "reach back" clause allowing access. If the
>exiting party needs to reach back, it is likely that there will be a bit
>of a delay in making the information available as their primary business
>concerns no longer match the primary business concerns of the other
>party (the "you don't work for us anymore so you'll just have to wait"
>argument). 
>
>I would suggest that, if you are concerned about this, create a SLA
>(service level agreement) that both parties agree to that outlines the
>process and expectations of service in the event material needs to be
>recalled. Be sure to address it by volume, and to leave some
>flexibility for extenuating circumstances such as complexity of the
>request or overriding business priorities. Makes life much happier in
>the Records Department as well since they will know how long they have
>to process the transfer and can more effectively insert it into their
>workflow without unnecessarily burdening their other "customers".
>
>Under promise, over deliver, make sure everyone knows what to expect and
>what their role is. I approach all of our engagements with that in mind
>and so far it has been successful.
>
>Best of luck!
>Julie
>
>
>
>
>
> <http://mm1.lettermark.net/agg/card/HTBM.map> 
>	
>
>
>Note:
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