Offsite Records Storage Services
How Are You Currently Storing Your Business Documents?
There are a number of factors to consider when deciding how to store your documents. State, federal and local laws—as well as industry specific compliance standards—are all key drivers of retention requirements. Producing files in a timely manner is vital to supporting operational processes and audit objectives. Privacy protection is essential in reducing data breach exposure. And safeguarding your business documents from disaster is critical.
Professional records storage is the right solution
Pacific Records Management addresses each of these concerns by providing you with a long-term solution for protecting and preserving your business records. Our records storage service offers a combination of security, information management technology, personalized service and affordability. Whether you need to maintain or manage your archival documents or active files, offsite records storage allows your business to reap the benefits of:
- comprehensive records inventory management
- documented chain of custody
- professionally managed storage, access and retrieval
We enable instant reduction of in-house document storage costs. This also provides enhanced access to the information that supports your business within an increasing regulatory environment.
Enhancing privacy protection for your business
Today’s world is rife with identity theft and exposure of sensitive corporate data. Pacific Records Management takes privacy protection seriously. We understand that reducing the risk of unauthorized access to confidential information is critical. This is why we’ve invested in the highest-quality people and systems.
Our state-of-the-art document storage facility provides the utmost protection for your business records. Unlike self storage facilities, our records center is designed solely for the protection and long-term preservation of paper documents. Access is limited to screened records management professionals. Professionals who undergo extensive background checks and are trained in HIPAA, FACTA, PCI compliance, and data protection practices. The following systems ensure that your records inventory is constantly monitored and safeguarded:
- strict access control and verification
- Sonitrol intrusion protection
- digital surveillance
- fire detection and suppression systems
Our records center meets all the standards set forth by the National Fire Protection Association (NFPA) and California Department of Public Health (CDPH).
Ensuring regulatory compliance
Over the years we’ve worked with businesses representing a variety of industries. As a result, we know that having a system which provides ongoing monitoring of your documents and files allows for better adherence to the laws that affect your organization. Our records storage solution offers superior management of your business documents for continual compliance to the following regulations:
Welcome to the world of true records management
In addition to providing you with a safe storage space for your documents, we give you the ability to better manage your business information. Each records storage carton or file we transfer to our records center is assigned a unique barcode label and track within our inventory management system. Firstly, this provides a complete audit trail for your off-site inventory. Secondly, you can request your records at any time and it still allows for the quick retrieval. Our records management technology features:
- proprietary, industry-leading RIM software
- online inventory management
- document retention reporting
- customized security levels
Your off-site inventory is always available to you, 24/7/365. At your request, we transport your records safely to you by a Pacific Records Management courier in a GPS-tracked and alarmed vehicle. An electronic receipt is provided for delivery verification. In addition to following regimented SOPs regarding the handling of record storage containers and files, we maintain a strict chain of custody throughout the retrieval and delivery process to ensure continuous security of your information while in our possession.
Access to your offsite inventory without leaving your desk!
Our secure, web-based ordering system eliminates the time and unnecessary headaches of searching through boxes and file cabinets to locate the document you need. Simply log in to our secure, internet based inventory system to schedule pickups and/or deliveries of your documents at any time of day. Pacific Records Management’s client web access enables any files stored offsite to be scanned directly to your workstation or laptop with our Scan on Demand solution and gives you the ability to manage your records inventory with the following features:
- instant customized reports
- enhanced searches and queries
- work order and service request updates
- retention schedule monitoring
All data fields can be tailored specifically to your business and an intuitive interface allow for easy and convenient accessibility.
For over 150 years, Pacific Records Management has built strong and lasting business relationships with companies throughout Sacramento, Stockton and California’s Central Valley. To find out more about our record storage solutions, please contact us by phone or fill in the form on this page.