If you’re looking for a document storage solution, it pays to do your homework. In this blog post, we offer help by taking you behind the scenes of a professional document storage service.
Getting Your Records to a Records Center
A document storage service offers a turnkey solution for storing and managing your documents throughout their retention lifecycle. Your document storage partner provides bar codes and transmittal forms for your boxes and files. After you place the barcodes on your records and complete the transmittal forms, a screened records management professional picks them up from your office or storage unit, places them on a GPS-tracked vehicle, and transports them to a records center. At the records center, the barcodes on your cartons are scanned for tracking and placed on high-density shelving units.
How Your Records Are Protected
Professional document storage protects your documents from unauthorized access and disasters and preserves them long-term. The records center is equipped with advanced fire protection and security monitoring systems that include:
- Intrusion detection
- Digital surveillance
- Motion sensors
Additionally, it meets National Fire Protection (NFPA) and State of California Department of Public Health (CDPH) regulations. Only screened and uniformed records management personnel may access the facility.
Retrieval and Delivery
Having seamless access to your documents and files is a major benefit of a document storage service. Essential records data, including retention information, is added to an inventory management database. You receive access to a secure web portal which allows you to request services as necessary.
Pickups and deliveries can be scheduled with the click of your mouse. Documents and files can be delivered the same day, after normal business hours, and even on weekends and holidays. Hard copy records are delivered by a screened, professional courier. By using a Scan on Demand service, you can even have your documents scanned and sent digitally to your desktop or laptop.
Professional document storage offers much more than storage and retrieval and delivery of your documents, though. You also have access to a range of information management services, including:
- File indexing
- NAID AAA Certified shredding
- Document scanning and imaging
- Data protection
The right provider can offer customized service solutions tailored to your needs.
Ultimately, where you store your documents is up to you. We hope this behind the scenes look at a professional document storage service helps you make the right decision.
Pacific Records Management provides document storage and shred services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties.