We don't use a document storage service and I would be hesitant to ever use
one. Much better to maintain control.
I would consider, first of all, increasing storage space in some place owned
by the organisation, and/or reducing the amount of storage materials (by
applying retention and disposal and/or scanning to an acceptable standard so
that the physical copies can be destroyed).
If I had to use external storage, I would want to ensure they had rapid
response. Go to the officers in your organisation and ask them what they
would expect if they wanted a document - within the hour, that day, the next
day, that week etc. The answers will vary depending on the document/issue,
but try to get a range of answers. Then find out the cost for the storage
company to supply that service. How often do people currently request
documents from the "stuff" that will be going into storage? This can lead
to a cost/benefit analysis, and perhaps that might provide enough evidence
to say it's more cost effective to build extra storage (I hope), let alone
for reasons not related to money.
If the idea still persists, are your boxes etc labelled well enough to
enable you to pass them on to another party so that you can tell them
exactly what you want and they will be able to find it expeditiously.
Talk to others who use external storage (which you've started doing) and
especially talk to users of specific companies that you may want to use.
Too late to find out afterwards that you've been dudded/jipped/sold a lemon.
I've given you some quick thoughts and I hope it covers the major issues.
Grahame Gould
Records Manager
Shire of Wyndham East Kimberley
115 Coolibah Drive
PO Box 614
Kununurra 6743
[log in to unmask]
08 9168 1677
www.thelastfrontier.com.au
This email may contain confidential information. If you are not the
intended recipient, please contact me.
The views expressed in this email may or may not be the official position of
SWEK.
Airnorth flies to Kununurra - contact QANTAS or your travel agent for
details
-----Original Message-----
From: Jonathan Rice [mailto:[log in to unmask]]
Sent: Tuesday, 25 February 2003 17:16
To: [log in to unmask]
Subject: what do you think of external document archive servies
I am in the process of setting up a new document storage service, and would
be intrested in your thoughts on them:
Do you currently use a document storage comapny
How do you find the service
How would you improve the service
If you where offered this service what would be the key points you would be
looking for
Sorry for all the questions, but I hope you can help
[log in to unmask]
01460 55000
|