Selecting a Records Storage Provider

One of the most challenging aspects for records and information management (RIM) professionals seeking off-site records storage and destruction services is finding a provider that not only offers all the services they need but also is flexible in negotiating a clear, comprehensive service level agreement (SLA) that protects them from expensive surprises during its term.

Pricing
RIM professionals will be seeking an SLA that clearly and accurately specifies fees for all services and allows flexibility in things like termination of the agreement.

Services
Among the services customers look for are:

• Storage of large volumes of paper, film and magnetic media;
• Imaging, indexing, repacking, data conversion, data entry and bar coding;
• Secure Web-based access to their complete inventory indexes, retention scheduling function, service requests, invoicing, electronic delivery of materials and tech support;
• Emergency delivery; and
• Secure destructions of all types of media.

Security
To ensure materials’ safekeeping, a service provider must have personnel, procedures, systems and equipment in place to prevent physical threats and unauthorized access to customer records. This should include bonded personnel, 24/7 video monitoring and alarms and a successfully tested business continuity plan.
 

Certification
RIM professionals will want to know what certification employees hold, such as certified records manager, certified archivist or certified imaging architect. They also will be looking for a service provider that complies with standards and regulations, such as NFPA 232: Standard for the Protection of Records; Health Insurance Portability and Accountability Act; and Gramm-Leach-Bliley Act.

ARMA International’s Guideline for Evaluating Offsite Records Storage Facilities offers more insight and includes detailed checklists that RIM professionals often use to formulate RFQs for records storage services. It is available at www.arma.org/bookstore.

Overland Park, Kan.-based ARMA International is a nonprofit professional association and an authority on information management and governance.