Adele
Some items from my experience that may help:
All companies sell their services on storage price as a top line. The big costs are the disposal and particularly the permanent withdrawal of items both as physical objects and customer data. Try to write a spec that limits your liability to high exit costs. (That or plan a budget around high costs at the end of a contract.)
I have also found that you may be charged for storage that is not being used. Whole containers you retrieve from store and retain in your office are often still charged for as if the items are still being stored. There is little need for this as any company worthy of the business will know how to allocate storage locations with greater versatility than that.
Stores are mostly BS5454 compliant but loading bays and delivery trucks are not. Try to write a requirement limiting the amount of time a box 'sits on the wharf' on a dewy morning before pick-up and delivery.
Negotiate your own contract if you can. Smaller companies tend to have more time for negotiation and personalised service.
Nearly all the account managers I have met have been good people and will bend over backwards to help you, but try and make sure you get to meet them in the tender process. It will give you a better idea of what you are getting.
Finally, I was often tempted to ask as a PQQ "How many boxes/records have you lost through water or fire damage in the last ten years?. I never got to write that tender though.
Good luck,
Chris
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Adele Picken
Sent: 23 October 2013 16:21
To: [log in to unmask]
Subject: Off site storage specification
Dear All,
I am just in the process of reviewing our off site storage contract and as part of this I will be writing a specification for off-site storage. Having never written one before, I just wondered if anyone has written a specification for off-site storage before and, if so, whether it would be possible to have a look or an idea of what was included?
Any help would be much appreciated!
Many Thanks,
Adele
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