Managing Records: Consultants and Vendors
How
should I go about hiring a consultant in records management?
Does the State Archives endorse vendors or
maintain a preferred vendors list?
How are vendor lists compiled?
In what subject areas does the Archives have vendor
lists?
Should vendors allow a government or agency to visit
their facilities before submitting a grant quote?
Why do local governments ask vendors for
references?
How can I be added to a vendor list or have information
about my company updated?
How does the Archives use vendor lists?
Where can I find answers to other Frequently Asked Questions (FAQs)?
How should I go about hiring a consultant
in records management?
There are a number of basic issues you should address whenever hiring
a records management consultant, including how to choose a consultant,
how write up a contract, and how to oversee a project. For detailed information
on hiring consultants, see Publication # 44 Records Management
Consultants. The State Archives
maintains
lists of consultants who do various types of records management consulting.
For a copy of these lists, contact the State Archives at (518) 474-6926,
via email at RECMGMT@mail.nysed.gov,
or find them online at our website.
Does the State Archives endorse vendors
or maintain a preferred vendors list?
No, the Archives does not endorse any vendor over another or maintain
a list of preferred vendors. However, the Archives does maintain lists
of vendors for informational purposes.
How are vendor lists compiled?
The New York State Archives assumes no responsibility for the professionalism
of any vendors listed. Vendors on the lists have done records management
work for local governments in New York State under a Local Government
Records Management Improvement Fund (LGRMIF) grant or have requested to
be added to this list themselves. The vendor lists do not endorse, recommend,
or require use of any particular vendor.
In what subject areas does the Archives
have vendor lists?
The State Archives maintains vendor lists in several record management
areas. These include micrographics, imaging, business process analysis
(BPA), needs assessment, geographic information systems (GIS), records
management software, indexing software, filing systems, eGovernment, and
shelving. Additional lists are forthcoming.
Should vendors allow a government or agency
to visit their facilities before submitting a grant quote?
The State Archives encourages open communication between governments and
vendors. Governments and agencies should request and vendors should allow
facility visits. While the Archives cannot force a vendor to allow a visit,
these visits promote effective communication and further understanding
of the contractual relationship. Such meetings allow each party to understand
the condition of materials, the size and complexity of projects, and to
discuss product expectations.
Why do local governments ask vendors
for references?
Local governments often ask vendors for references to obtain additional
input regarding their services to local governments with similar records
management issues. Such questions usually focus on the quality of the
vendor's services and products.
How can I be added to a vendor list or
have information about my company updated?
Vendors interested in being added to or updating information on a vendor
list can contact the Archives at (518) 474-6926 or via email at RECMGMT@mail.nysed.gov.
How does the Archives use vendor lists?
The New York State Archives compiles vendor lists to help government agencies,
local governments, and other entities find companies and individuals providing
the specific services. The lists provide information on organizations,
how to contact them, as well as a brief summary of services offered, when
that information is available. While State Archives staff make every effort to ensure accuracy and completeness, the Archives
encourages local governments and others to contact vendors directly for
verification of any information provided.
