Common use of Document Maintenance Clause in Contracts

Document Maintenance. 9.7.1 The Supplier shall be responsible for maintaining all stored items to an acceptable level; this shall include but may not be limited to: 9.7.1.1 The Supplier shall ensure that Records do not become damaged whilst in the Store. 9.7.1.2 The Supplier shall replace badly Damaged Boxes when they are identified in Store. 9.7.1.3 The Supplier shall immediately replace Damaged File covers in addition to replacing all required labelling and Barcodes, when any Damage is identified. 9.7.1.4 The Supplier shall immediately replace Damaged Boxes, in addition to replacing all required labelling and Barcodes, when any Damage is identified. 9.7.1.5 The Supplier shall Put Away all incorrectly filed Records to their correct location within the Store as soon as it is discovered that they have been misfiled. The Supplier shall also ensure that the correct Unique Location is recorded on the Records Information Management System in Real Time. 9.7.1.6 The Supplier shall ensure Records within the File Store are uniquely marked in accordance with Contracting Authorities instructions. In the event that a Supplier identifies any Records or Items that are not uniquely marked, the Supplier shall take immediate action to provide the Unique Reference in accordance with the Contracting Authorities instructions. 9.7.1.7 The Supplier shall ensure that the Destruction date attached to each Record is recorded accurately on the Records Information Management System, at all times. 9.7.1.8 The Supplier shall take all necessary action to rectify the incorrect Destruction date where a Record is identified by the Supplier as having been incorrectly marked or having an incorrect Destruction date, in line with Contracting Authorities instructions, as soon as the inaccuracy has been identified. 9.7.1.9 The Supplier shall seek instruction from the Contracting Authorities Contract Manager for any Non-Conforming Records found in the Store. 9.7.2 The Supplier shall provide, if required by the Contracting Authorities, a Primary Records (and part Records where applicable) and Secondary Records (where applicable) cleansing service to minimum standards as follows;  Removal of all corrosive metals, staples, pins etc.;  Repair of torn or damaged page edges;  Removal and Destruction and duplicate pages;  Transfer of photographs (or any other identified specialist material) to specialist sleeves;  Replacement of damaged covers with new 9.7.3 The Supplier shall provide monthly reports or at a frequency specified by the Contracting Authorities, on Records maintenance activity, particularly where a charge is incurred. 9.7.4 The Supplier shall notify the Contracting Authorities in advance of replacement of Damaged Records, so that the Contracting Authorities may decide on the appropriate course of action to be taken, if requested by Contracting Authorities.

Document Maintenance. 9.7.1 The Supplier shall be responsible for maintaining all stored items to an acceptable level; this shall include but may not be limited to: 9.7.1.1 The Supplier shall ensure that Records do not become damaged whilst in the Store. 9.7.1.2 The Supplier shall replace badly Damaged Boxes when they are identified in Store. 9.7.1.3 The Supplier shall immediately replace Damaged File covers in addition to replacing all required labelling and Barcodes, when any Damage is identified. 9.7.1.4 The Supplier shall immediately replace Damaged Boxes, in addition to replacing all required labelling and Barcodes, when any Damage is identified. 9.7.1.5 The Supplier shall Put Away all incorrectly filed Records to their correct location within the Store as soon as it is discovered that they have been misfiled. The Supplier shall also ensure that the correct Unique Location is recorded on the Records Information Management System in Real Time. 9.7.1.6 The Supplier shall ensure Records within the File Store are uniquely marked in accordance with Contracting Authorities instructions. In the event that a Supplier identifies any Records or Items that are not uniquely marked, the Supplier shall take immediate action to provide the Unique Reference in accordance with the Contracting Authorities instructions. 9.7.1.7 The Supplier shall ensure that the Destruction date attached to each Record is recorded accurately on the Records Information Management System, at all times. 9.7.1.8 The Supplier shall take all necessary action to rectify the incorrect Destruction date where a Record is identified by the Supplier as having been incorrectly marked or having an incorrect Destruction date, in line with Contracting Authorities instructions, as soon as the inaccuracy has been identified. 9.7.1.9 The Supplier shall seek instruction from the Contracting Authorities Contract Manager for any Non-Conforming Records found in the Store. 9.7.2 The Supplier shall provide, if required by the Contracting Authorities, a Primary Records (and part Records where applicable) and Secondary Records (where applicable) cleansing service to minimum standards as follows;  • Removal of all corrosive metals, staples, pins etc.;  • Repair of torn or damaged page edges;  • Removal and Destruction and duplicate pages;  • Transfer of photographs (or any other identified specialist material) to specialist sleeves;  • Replacement of damaged covers with new 9.7.3 The Supplier shall provide monthly reports or at a frequency specified by the Contracting Authorities, on Records maintenance activity, particularly where a charge is incurred. 9.7.4 The Supplier shall notify the Contracting Authorities in advance of replacement of Damaged Records, so that the Contracting Authorities may decide on the appropriate course of action to be taken, if requested by Contracting Authorities.