New Contracts: Document Storage Services
Recently, Purchasing Services initiated a survey of University-wide needs for document storage services. In addition to the survey feedback, we conducted further analysis of coordinating and consolidating purchases of such services to potentially deliver savings and ease of use with preferred vendors. The bidding process is now complete resulting in two contracts for archival storage with New Haven vendors, each with different characteristics and pricing. Both suppliers provide access to records and can retrieve them as required.
The terms and conditions of the new contracts outlined below may enable some departments to save money by switching suppliers, though others may find it advantageous to remain with current suppliers. In addition to these terms, trip charges are often waived when the vendor can coordinate with other stops. “Although this effort did not result in substantial savings, rates have remained steady for the past five years and I’m confident that we are getting good value,” says Martha Crawford, buyer for Yale Procurement.
The following summaries will help you to determine how to best accommodate your department's needs:
Jefferson Archives, located in New Haven, CT, has held its rates for five years. All deliveries are billed at the same rate, including rush or emergencies. A trip charge is $11.50. Jefferson will pay transfer fees and pick up any files from Iron Mountain with no transportation charges. Delivery of files from Iron Mountain is $18.24 per trip. Permanent withdrawal from Iron Mountain is an additional $0.83 per cubic foot plus a retrieval charge of $2.56 per cubic foot. Boxes range in size from 1.2 cubic feet to 1.8 cubic feet. (Note: Their cubic foot rate is competitive with Iron Mountain.) Also, they offer free use of file review rooms. Figure approximately $1.20 to pull and $2.75 to file it again.
Iron Mountain, located in South Windsor, CT, has consolidated eight rates to one rate for the entire University. This represents an overall savings of nearly $1500 annually. In the past, rates ranged from $0.233 to $5.99 per cubic foot. As a result, some departments will see a decrease in annual storage rates. Others will experience a monthly increase ranging from $0.16 to $13.68.
For more information, contact Martha Crawford at Martha.crawford@yale.edu or 2-9986. |
