Records Storage Management
Frustrated by Your Current Records Storage Situation?
Are you wasting your valuable time tracking down missing records? Is your office space shrinking due to physical records continuing to pile up? Can you ensure that you comply with the rigorous privacy standards for the records you maintain? In order to remain competitive and compliant in an increasingly complex business environment, it is critical to maintaining an effective document and records storage management system.
Storing your files and documents at your own facility is a challenge. You must deploy and enforce safeguards and controls to protect sensitive information, spend precious time to find files to support your business processes while keeping up with your other responsibilities, all while also meeting the strict legal and regulatory requirements enforced today. Without the appropriate level of expertise, proper methodologies, and access to secure space, you put your documents — as well as your entire organization —at risk. On top of these operational obstacles, the cost of storing records on site is much more expensive as commercial real estate costs far exceed industrial costs.
Maintaining Information Security
For almost 50 years, Total Records has provided clients with a trusted partner to help develop solutions for the storage and management of critical business documents.
We enable our clients – from small local businesses to Fortune 500 companies – to move their records and document inventory offsite with confidence to our world-class document and records storage facility. Unlike a self-storage facility or general warehouse, we securely store and manage hardcopy records and documents utilizing state-of-the-art software technology to monitor every movement and action. We employ rigorous processes that constantly maintain the security of your confidential information.
Our Records Storage Center features:
- Zoned fire detection and suppression technology
- 24-hour active video surveillance and alarm sensors
- Strict access monitoring and control through mechanical/electronic access control systems and biometric identification systems
Whether you need to address limited in-house document storage space constraints or are looking to fortify your information security, Total Records is here to help.
Complete Compliance Assurance
In addition to the costs associated with storing and managing business documents yourself, there are also certain risks involved. Today’s world is rife with identity theft and fraud, which can have permanent and negative consequences on your business. Not only do you have an ethical obligation to protect the privacy of your customers and employees, but also a legal responsibility under the following laws:
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Fair and Accurate Credit Transaction Act (FACTA)
- The Gramm-Leach-Bliley Act (GLB)
- The Sarbanes-Oxley Act (SOX)
We conduct routine reviews in order to ensure that we comply with all current information management standards. Total Records can take this time-intensive and complicated burden of complying with regulatory frameworks off of your hands and assist you in ensuring regulatory compliance and mitigating adverse legal exposure.
Cost-Effective Document Management
Improperly managed documents create administrative headaches. As your records retention management experts, we organize, protect and track your documents for you, allowing you to focus more on your business operations and less on RIM. Total Record’s barcode tracking technology lets you know exactly where your documents are at all times through our free web-based inventory system that provides you with 24/7 access to the information you need. We offer:
- Retention period scheduling/modification
- Customizable inventory reporting
- Individual file audit trail reviews
Customers can easily order records to be picked up and sent off-site to our facility or delivered to their location either by calling our customer service representatives or through the web platform. Our screened and uniformed professional couriers deliver your documents to you in GPS-tracked and alarmed vehicles, maintaining a strict chain of custody protocols at all times in order to keep your information safe and accounted for.
To request a free quote for our offsite records storage services, please call (201) 935-6000 or fill in the form found on this page. We look forward to supporting you.