I think your issue is that Contract Manager is an ill-defined term. Is that managing just the financial/legal aspects of the contract, or the vendor selection, or the day to day operation of the contract facility?
It is clear that responsibility for the safekeeping of records and the management of archives lies with Records Management, whether the archives are on site or a contract facility. For contract archives I would call this Vendor Management. When it comes to putting in place contracts and Financial T&Cs with the vendors, we clearly need the expertise and support of Contracts/Purchasing/Procurement and Legal teams, but we own the relationship.
We absolutely have to be involved from the start, including vendor selection. You cannot trust that to the Contracts folk. In a previous employment I was given a shortlist of potential vendors by the Contracts Manager. He hadn't visited any. We visited them all and rejected all of them except for one, then added a few of our own and selected one of those. Of the originals, one had no permanent staff presence and was unlocked when we arrived before them, and one was an open-sided barn on a farm with dogs running around. Amazingly, one of our competitors was using both.
Even on the purely financial aspects you need your expertise to be heard. Often the Contracts/Procurement guys will compare the storage charges and overlook service charges. It's well known that many contract archives price their storage low to look attractive and hit you with high service charges when you actually start to move things in or out. We have this issue right now in the US in fact. One vendor is charging 20 times the monthly storage to destroy (or even just permanently withdraw) a box, which means when you dispose of something you always take a hit on your budget in that financial year. That's hardly conducive to good records management practices - and I'm pushing to get that renegotiated right now.
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Ollie Stevenson
Sent: 19 April 2018 15:43
To: [log in to unmask]
Subject: Third party physical archives storage contract management
Some advise would be appreciated….
If you have physical archives storage managed under contract, could you confirm which department holds the role of Contract Manager? We appear to be being pressed to undertake this role but I don’t feel this sits within Records Management. Possibly Procurement or Property?
Thanks
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