The dos and don'ts of records storage contracts

This article discusses how to negotiate a records storage contract and explains ways to avoid hidden contract fees. One challenging aspect of storing records off-site is negotiating a solid contract that will serve both parties over the years of storage and eventual move-out. While immediate cost may well be the bottom line in selecting a storage vendor, make sure that the relationship's other parts are fully described and specified, and that other, non-obvious costs do not effectively eliminate the savings that appeared so attractive initially. Specify all terms of moving records to the off-site storage location in advance. Usually the contract's most important term deals with the tangible costs of storage. If negotiating a multi-year contract, ensure that prices are either fixed for the contract's term or that any increases are spelled out clearly.