Business Records Management Storage - Retrieval - Disposal
The Business Archives System
At Business Archives, our mission is to help our clients save time, money, and headaches. We do this by making the records management process work. Many companies never really organize their archived documents and retrieve records using the hunt for the "needle in the haystack" method. With Business Archives there is no more time wasted digging through boxes and boxes of old files in a cramped storage room or a hot warehouse looking to find a document. Business Archives helps you to make Business Records Management a normal part of your business so that your business runs more smoothly. This is how we do it:
Records Management
First things first. We review your current records management practices and determine the most appropriate method of file storage based on your likely file retrieval needs. Then we will recommend cost-effective solutions for filing, storing, locating and purging your records.
Document Storage
Once we have your files properly cartoned, we will pick up the files at your office and take them to our storage facility. When there, we will attach a bar code label to each box and scan it into our computerized tracking system for 100% control. Next, we enter the index of files for each box into our database for tracking and reporting purposes. Your files will be stored in our climate controlled, electronically protected warehouses where they will be safe from fire, water, theft, dust and vermin.
Document Tracking
We provide total computer indexing of your offsite files, with instant reference and retrieval through our proprietary software. You'll get monthly updates by department and carton showing exactly where every file is located, available in hardcopy, diskette or via the internet. It's absolutely the best system anywhere.
Document Retrieval
Need a document? You have several options.
• Delivery - If you need a document or carton delivered to your office you can request it over the internet, fax a request or phone us. We have two delivery runs a day - morning and afternoon. If you make your request in the morning, we will deliver your documents that afternoon. Requests received in the afternoon will be delivered the next morning. We offer special delivery for "rush" and "after hours" requests. • Fax - upon request, we can fax the documents you require • Phone - when appropriate, we can retrieve the documents and give you the required information over the phone • Pick Up - you can come by our office and pick up a file at your convenience during office hours
Document Disposal
In order to keep your storage costs to a minimum, our system gives us reminders as to when it is time for documents to be disposed of. We notify you of the pending disposal and, with your approval, complete the destruction of the documents. This "pending approval" status allows you to review the documents' status in case there is a reason for further retention.
