Diamond Certified Companies are Rated Highest in Quality and Helpful Expertise.

  • Why this rating is the most accurate.
  • Our editors gather deep company info.
  • Performance is Guaranteed.

Diamond certified companies are top rated and guaranteed

Why Trust Diamond Certified Records Management Companies Rated Highest in Quality?

You are the customer. If your goal is to choose a records management company that will deliver high customer satisfaction and quality, you’ll feel confident in choosing a Diamond Certified records management firm. Each has been rated Highest in Quality in the most accurate ratings process anywhere. And you’re always backed by the Diamond Certified Performance Guarantee. Here’s why the Diamond Certified ratings and certification process will help you find a top-rated records management company and is unparalleled in its accuracy, rigor and usefulness:

1) Accuracy: All research is performed by live telephone interviews that verify only real customers are surveyed, so you’ll never be fooled by fake reviews.

2) Statistical Reliability: A large random sample of past customers is surveyed on an ongoing basis so the research results you see truly reflect a Diamond Certified company’s top-rated status.

3) Full Disclosure: By clicking the name of a company above you’ll see the exact rating results in charts and read verbatim survey responses as well as researched articles on each qualified company.

4) Guaranteed: Your purchase is backed up with mediation and the Diamond Certified Performance Guarantee, so you can choose with confidence.

Click on the name of a Diamond Certified company above to read ratings results, researched articles and verbatim customer survey responses to help you make an informed decision.

More than 200,000 customers of local companies have been interviewed in live telephone calls, and only companies that score Highest in Quality in customer satisfaction–a 90+ on a 100 scale–as well as pass all of the credential-based ratings earn Diamond Certified. By requiring such a high score to qualify, the Diamond Certified program eliminates mediocre and poorly performing companies. Read detailed information about the ratings and certification process.

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SELECTED PHOTOS FROM THESE TOP RATED COMPANIES

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INDUSTRY INFORMATION AND RESEARCHED ARTICLES BY THE DIAMOND CERTIFIED RESOURCE

confidential records
public records
paper records
medical documents
office documents
databases
e-mail & digital communications
electronic records
historical records
vital records
tax records
personal records
government records
birth certificates

paper shredding
records incineration
paperless records systems
temperature-controlled record storage
digital records management
physical records management
record identification
records storage
circulating records
records disposal
electronic records management
on-site records management
off-site records management services
records archiving

Allendale
Benicia
Birds Landing
Bucktown
Collinsville
Cordelia
Dixon
Elmira
Fairfield
Green Valley
Liberty Farms
Maine Prairie
Mare Island
Nut Tree
Rio Vista
Scandia
Suisun City
Travis Air Force Base
Vacaville
Vallejo

94510
94512
94533
94534
94535
94571
94585
94589
94590
94591
94592
95620
95625
95687
95688
95696

Association of Records Managers and Administrators International (ARMA International) (http://www.arma.org/help/index.cfm)
Institute for Certified Record Managers (ICRM) (http://www.icrm.org/)
International Organization for Standardization (ISO) (http://www.iso.org/iso/home.html)
National Archives (http://www.archives.gov/about/laws/fed-agencies.html)…

Association of Records Managers and Administrators International (ARMA International) (http://www.arma.org/help/index.cfm)
Institute for Certified Record Managers (ICRM) (http://www.icrm.org/)
International Organization for Standardization (ISO) (http://www.iso.org/iso/home.html)
National Archives (http://www.archives.gov/about/laws/fed-agencies.html)

National Association of Government Archives and Records Administrators (NAGARA) (http://www.nagara.org/)
Sarbanes-Oxley Act 2002 (http://www.soxlaw.com/)
The Association for Information and Image Management (AIIM) (http://www.aiim.org/)
The Risk Management Society (RIMS) (http://www.rims.org/Pages/Default.aspx)
U.S. Small Business Association (http://www.sba.gov/)

Know What You Want
Am I Ready to Outsource Company Records Management?

Outsourcing your records management program to Solano County area records management companies is no small task. If done right, the process can be long and tedious.

Whether you have a robust electronics records management system or a file room full of misfiled records, you will need to review and analyze all of your company’s records before you hand them off to a records management company. Good records management companies will not just come in and grab your files and be gone in an hour or two—nor will those in Vacaville, Berkley or anywhere in the Bay Area.

Run, fast, if any company tells you they can accomplish the task in a few days. You will need to complete some company assessments to determine if you are ready to outsource your records. Not every piece of information is worthy of storage but you cannot ignore that email confirming sales agreements either.

Before you venture out, you must make sure that your company’s legal department or corporate attorney is onboard with your records management strategies.

Additionally, you must determine the state of your records and the resources that are currently managing these records. Next, you must distinguish between the records that are relevant, the level of security you require and how long these records must be maintained. At this point, you also need to determine the destruction criteria.

Many Solano County records management companies can help you with this assessment, but it is a good idea to have an idea of your needs before selecting a company.

  1. Do I want a Diamond Certified records storage company that is rated best in quality and backed by the Diamond Certified Guarantee?
  2. What resources are currently managing and archiving company records?
  3. What is my budget for this project?
  4. Do I have resources available for this project?
  5. Do my selected resources have time available to dedicate to this project?
  6. What records and do I want to outsource to Rio Vista or Vallejo records management companies?
  7. What is the volume of the records that I must outsource?
  8. What is the current format of the company’s record and in what format should we store our records?
  9. Should we maintain our electronic records management, if any, in-house?
  10. Does my company require storage of paper files?
  11. What is my ultimate goal for this project: Safety? Time savings? Financial Savings? Security?
  12. What additional services will my company require?
  13. Have I contacted the company’s legal department about this project? Did they offer their blessings?
  14. What is my company’s requirement for record disposals?
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What To Ask In Person
Meet With Top Solano County Records Management Companies

Schedule a walk-through with companies that are on your short list. As you approach the facilities, note if the records management company is located in a secure area in Solano County, away from potentially hazardous zones, such as gas and flood zones. While inside the facility, inspect for dust and mold, and note if equipment or the facility is in need of repair.

Ask to see the space where your records will be stored. Observe if this area is shielded from direct sunlight. Also, note if the area is separate from the staff area and pay attention to the cleanliness and organization of the area. Observe if the company keeps the records area secured by locking doors and windows.

You also must ask detailed questions to determine which company’s philosophy and practices stand out from the others. Ask the Solano County company questions that help you visualize the processes that will occur once your records are in the records management provider’s hands.

  1. Where in the Bay Area will you store my company’s records?
  2. Are your employees bonded?
  3. Do you complete background checks on your employees?
  4. How and when do you purge records?
  5. What strategies do you offer to help my company boost records management efficiency?
  6. How can you help us streamline our records management processes?
  7. What is your typical turn-around time for paper records retrieval?
  8. In reference to paper retrievals, is there a fee for rush orders?
  9. How will you ensure that you maintain the integrity of my data?
  10. What security measures do you have in place?
  11. What intrusion detection and alarm systems will you use to protect my company’s records?
  12. How can you help us meet state and federal regulations for storage of sensitive information?
  13. Will you provide us with proof of compliance with government and industry storage regulations
  14. What are your disaster recovery procedures? Do you have a plan that I may review?
  15. How soon after a disaster can my company access records?
  16. How often do you inspect your fire and depression system?
  17. Have you ever had a disaster such as a fire or flood on your premises?
  18. Do you have a climate-controlled facility?
  19. What records management software systems do you use?
  20. Will my company need to implement new software?
  21. Will you train my employees to use your software systems?
  22. What is your procedure for managing record retrieval and return?
  23. How and when do you bill for your services?
  24. What guaranties do you offer for your services?
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  • What To Ask References
    Talk with Customers of Solano County Paper and Digital Records Storage Services

    It’s best to choose a Diamond Certified records management company because all certified companies have passed an in-depth ratings process that most other companies can’t pass. If you want quality from a records management provider in Solano County and the greater Bay Area, you can have confidence choosing a Diamond Certified company. Diamond Certified reports are available online for all certified companies. And you’ll never be fooled by fake reviews. That’s because all research is performed in live telephone interviews of actual customers.

    If you can’t find a Diamond Certified records management company within reach in Solano County, you’ll have to do some research on your own. If you do, it’s wise to call some references provided by your records management consultant.

    Keep in mind, though, that references provided to you by the records management provider are not equal in value to the large random sample of customers surveyed during the Diamond Certified ratings process. That’s because references given to customers from companies are cherry-picked instead of randomly selected from all their customers.

    So if you do have to call references on your own, specifically ask for a list of the company’s 10 most recent customers. This will help avoid them giving you the names of only customers they know were satisfied.

    The questions below will help get you started:

    1. How long have you worked with the records management provider?
    2. How easy is it to retrieve records?
    3. What is their average turnaround time for paper retrievals?
    4. Are their scanning processes efficient?
    5. Have you experienced any disasters with this records management company?
    6. How did they respond to the disaster?
    7. Why would or wouldn’t you recommend the records management company?
    8. Which of their services do you use?
    9. Do you believe that their electronic records management system is secure?
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  • Review Your Options
    Hire a Good Solano Records Storage Company for Your Off-Site Records Management Needs

    The Diamond Certified symbol has been awarded to companies that scored Highest in Quality in an accurate ratings process.

    Your choice of records management providers can greatly impact your daily operations. While there are some records that you will not review frequently, if at all, there are other records that you must use more often to conduct business.

    Records management companies can help you streamline your processes and can save you money if you select the most efficient records management program. So before deciding on the best records management company in Solano County for you, it’s important to consider the following questions.

    1. Will my company realize significant cost saving with this Solano County records management company?
    2. Am I satisfied with the audit process that the records management provider offers?
    3. Can the records management company’s systems integrate with my company’s current system
    4. Will my employees find it easy to buy into the new records management process?
    5. Am I satisfied with the security procedures that the records management provider has in place?
    6. Was the records management company familiar with government and industry records storage requirements?
    7. Do I feel comfortable with the cost outlay for the services offered?
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  • How To Work With
    Now That You’re Transitioning to a Professional records Storage Service

    Get your staff and resources ready for the transition to outsourced business records management before the actual transfer occurs. Make sure that your staff understands that this step is intended to boost company efficiency, reduce cost and provide security for company information.

    Make sure that the top Solano County companies you select can store your records in your preferred format and that they are capable of handling the volume of records that you will provide. Also make sure that they will be able to handle any projected growth.

    Clarify when and how frequently you will be allowed to access your records. If you have staff members that work odd hours, for example, these employees should be able to continue working their odd schedule as long as this process works for your company. You should not have to change your practices for the records management company’s convenience.

    Once You’ve Found the Ideal Solano County Records Archiving Company
    You should never enter into a business relationship without creating and signing a contract. Contracts provide legal documentation of your agreement for outsourced records management services. Your contract should detail all services that the records management provider will provide on a regular basis. These services can include retrieving, listing and indexing records as well as disposing of records when appropriate.

    Your contract also should itemize required statistical reporting. The disaster recovery component should be painstakingly detailed so that neither party is unsure of their responsibilities if there is a disaster. The contract also should outline any liabilities associated with disaster recovery or the normal storage processes.

    The contract must include a fee schedule that itemizes the allocated costs for each service that the records management company will provide. If there are times when additional fees will be assessed, these should also be outlined in the contract. For example, some records management providers charge additional fees for emergency file retrieval.

    The contract must clearly indicate where your records will be stored and the procedure for moving your records to other locations. Make sure that your contract notes the term you will use the storage facilities and the penalties that will incur should you or the records management company breach the contract.

    If your contract clearly identifies conflict resolution procedures and penalties that will be assessed if either party breaches the contract, your business relationship will run more smoothly.

    Ways to Smooth the Way to Off-Site Records Storage
    The Solano County records management company will likely become very familiar with your business, but be sure that you and your staff are able to differentiate your company’s role and the record management company’s role. Your staff will now be relieved of records storage and document management processes and will now have time to attend to core business functions.

    The records management roles are to maintain and secure your company’s records. They should never be expected to perform your company’s core business functions.

    Have a dedicated staff available for the entire transition period. If your company is large or you have an extremely large volume of records that must be transferred, you will probably need to place several staff members on the transfer project. In this event, you should still make sure that there is one main contact person, should the records management company need to consult with you.

    Once the transition period is over, you should still have a dedicated contact person, although they will not need to devote as much time to the records management process.

    Develop a formal written retention policy that identifies the records that will be transferred to storage, retrieval processes, and the length of time the documents will remain in storage. Also document how the records should be purged. For electronic records management, document the system that will be used to store your records and detail the security procedure that goes along with the records manage system. For paper records, document the current condition of records and document the procedure to scan the records for electronic preservation.

    Provide the Solano County records management company with information detailing your staff’s access rights to company information. Make sure that you keep this information current at all times. For example, if an employee terminates from your company, update the records management company immediately. This prevents disgruntled employees from wreaking havoc on your company’s records.

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  • Be a Good Customer
    Be a Good Solano County Records Management Services Customer

    It’s the records management provider’s responsibility put in quality business records storage procedures using the best possible installation techniques. But you play a big part in the success of your records storage, too.

    Here are a few simple steps you can take to be a good customer when hiring a Solano County records management provider.

    1. Be clear and upfront with the records management provider. Let them know what you want from your records management program, the long-term outcome you’re expecting and specific ways they can satisfy your expectations.
    2. Remember, a friendly smile goes a long way!
    3. Before you hire records management services in Solano County, restate your expectations and goals, and reiterate to the records management representative your understanding of the agreement. Most problems with local records management providers occur because of a breakdown in communication. By being clear about your expectations and theirs, you can avoid most conflicts.
    4. Ask your records management provider if you should call to check on the progress or if he will call you with updates.
    5. Be sure your service representative has a phone number where they can reach you at all times while they’re storing your company’s records. The work will move along more smoothly if your records management provider can reach you for any necessary updates, questions or work authorizations.
    6. When your contractor contacts you, return calls promptly to keep the records management program on schedule.
    7. Pay for the business record storage services promptly.

    Why would you want to be a good customer? Records management providers in Solano County appreciate customers who are straightforward, honest and easy to work with.

    Your good customer behavior sets the tone from your end and creates an cooperative business environment more conducive to a good relationship. Things may very well go smoother and any problems may be more easily resolved.

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Check The Work
Verify that You Are Getting the Records Storage Services You Need

Solano County records management companies often provide quarterly reporting of the files that they have in storage. If you require more or less frequent reports, work these issues out in your contract.

You will also receive reports for records you retrieve and return. Do not lose this information as you will need to compare against the regular billing statements. Do not, however, simply rely on the reports provided by the records management company. You should have your own in-house tracking system of your records. Reconciling your reports against the records management company’s reports will make the invoice review process more efficient.

Whether you have ongoing destruction services or you use the Solano County records management company for a one-time event, you should receive destruction certificates for the records that they destroy. Match these certificates against your in-house tracking system.

Pay attention to the details included in your invoice and match those details to your records and your contract, and make sure that you are not assessed fees for included incidentals. For example, many companies provide locked bins when they pick up your documents.

Some companies charge a “rental fee” for the bins, while others include the bins in your contract price. Review your invoice to be sure you are billed accordingly. Shredding service charges are usually assessed per pound; therefore, you should not see hourly amounts appearing for these services.

The bottom line is that you must retain records of all interactions with the records management company and you must reconcile your records with theirs.

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Written Warranties
Demand Written Guarantees for Any Records Archiving & Storage Services

Records management companies will typically offer warrantees in reference to turnaround time for record retrievals, security and thorough records destruction. Typical turnaround time for record retrieval can be anywhere from two to six hours.

Retrieval time typically depends on your proximity to the storage facility and the facility’s internal processes. If the records management facility guarantees a turnaround time, they will usually also offer compensation if they do not meet their guarantees.

If the company has a records scanning system for paperless retrievals, you may be able to access your records instantaneously. For such service, typical guarantees include 24-hour access including available personnel for emergency situations.

Pay close attention to security guarantees. Make sure that the company can provide the secure environment they promise. If the company boasts a robustly secure electronic records system that no one can hack, review their system updating and testing policies. Hackers deploy new strategies frequently, and the records management company should have strategies in place to minimize these risks.

Make sure that all warranties are detailed in your contract. Also, make sure that abide by all stipulations of the warranties. Warranties are usually void if you neglect to follow the warranty guidelines. Make sure that you document any issues that impact the warranted service. Providing proof makes warranty claims easier to process.

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Top 10 Requests
Top Service Requests

Records Archiving
There are certain records that will hold value indefinitely but are not required for daily operations. These records usually source documents and they must be stored and protected for a certain period of time—often permanently. Records archiving is the process of storing and preserving of these documents.

Records Management Consultation
The records management consultation includes a detailed review of your business records, the application systems your organization uses and the way in which you currently track and store your records. During the consultative period, the records management company attempts to gain insights about your organization’s management practices. They review your privacy practices, retention procedures and data classification policies.

Scanning and Imaging Services
Efficient scanning and imaging services convert your records to digital images. This process makes retrieval processes easier and eliminates the practice of creating several copies of the same document. Because scanned images can be viewed via a computer or mobile device, several employees can view the same document simultaneously, regardless of their physical location.

Backup Tape Storage
Offsite backup tape storage is often incorporated in an organization’s disaster recovery strategies. Solano County records management providers may scan and track your media and provide you with computer controlled access to your data.

Document Storage & Preservation
The document storage and preservation process begins when the records management picks up your records from your office. Once the records arrive at the storage facility, the records will be indexed and cataloged. Document retrieval is included in storage and preservation and involves access of records that are already in storage. You often must make a request for retrieval of records by a certain time in order to receive same day retrieval services.

Electronic Records Management
Electronic records management allows companies to centralize their records management programs. With such a strategy, records are more efficiently tracked and controlled. In keeping with ISO standards, no one person or department takes ownership of the organization’s records. Companies can, therefore, apply more consistent policies and procedures for the retention and destruction of all company records.

Information Governance
Information governance involves implementing and enforcing best practices for records management. This includes developing enforceable policies for records—including emails—and privacy. The point of information governance is to ensure that your organization’s records management program meets industry and government standards and protects against legal backlashes.

Off-site Records Management Services
Off-site records management physically moves your records to records storage facilities outside of your office. This service places the full responsibility of records maintenance in the storage facility’s hands and allows you to take advantage of advanced security systems. The records management company can then be charged with ensuring that your records management program adheres to industry standards.

On-site Records Management
With on-site records management, your records stay in your office, but you outsource the preservation and destruction of your information to a records management company. This includes filing and tracking of your records and ensuring that your records management program meets ISO standards.

Document Destruction
Industry and government regulations require that you keep records for a certain period. After this period, you can destroy the record. Records management companies safely destroy records deemed ready for destruction. Document destruction can include record incineration or paper shredding. In some cases, records management companies will provide you with locked bins that your employees can use to place sensitive material that can be destroyed. You will then schedule a pick up. The records management company will then pick up the bins from your offices, and the bins are then delivered to the destruction site where your records will be destroyed.

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Glossary Of Terms
Glossary of Records Storage Services and Records Archiving Terms

Records management encompasses an array of activities aimed at documenting the policies and activities of organizations. The process includes analyzing all transactions and then classifying these transactions as records, a subclass of documents.

Records management is becoming ever more valuable, as organizations must preserve and protect their information for legal and historical purposes and to ensure consistency in their operations.

Use this glossary to help you become familiar with some of the terms used by records management providers.

Records management encompasses an array of activities aimed at documenting the policies and activities of organizations. The process includes analyzing all transactions and then classifying these transactions as records, a subclass of documents.

Records management is becoming ever more valuable, as organizations must preserve and protect their information for legal and historical purposes and to ensure consistency in their operations.

Use this glossary to help you become familiar with some of the terms used by records management providers.

access
According to the International Standard Organization, access is your right or mean of retrieving your records.

access copy
Rather than provide the original document for viewing, records management companies use access copies, which are reproductions of the original records, for information sharing. This allows the storage facility to protect the original document from damage or theft.

current records
Your current records are those that you use frequently in your daily business activities. These records are typically stored such that you can easily access them.

Also known as: active records

analog records
analog records are records that are not in an electronic format. These can include paper documents and audio documentation.

appraisal
An appraisal is the process of analyzing a record to determine the record’s retention period.

bi-tonal image
Bi-tonal images are graphic and textual images that are void of gradation of tone. Bi-tonal images can include printed black and white images.

Also known as: black & white non-continuous tone image

born-digital records
Born digital records originated in electronic formats and include email and other electronic documentation.

business records
Business records refer to any material or document that your organization creates or receives during your normal business operations.

class
Class refers to a set or group of records that share a common characteristic. Records in storage may be grouped by class hierarchies to determine security levels.

classification
Classification is the process by which you identify and categorize business records. Classification helps to determine security levels, retention period, access rights and destruction dates.

compression
Records management providers use compression to reduce electronic file sizes.

Also known as: zip

conservation
Conservation is part of the preservation process that repairs and stabilizes records. To ensure that documents remain in their original state as long as possible, the conservation process uses chemical or physical treatments to stabilize documents.

copy
A copy is a replication of an original document.

Also known as: duplicate

creator
The creator of a document is the organization or individual that originally produced the document.

Also known as: originator

custody
The records management provider takes custody of your records when you place the records management process in their hands. Custody refers to responsibility for care, not ownership.

declassification
The declassification process changes moves a record from one class to another. A record that may have previously been deemed highly classified and, therefore, viewable by only a certain audience may be declassified and made available to a larger or general audience.

Also known as: reclassification

description
The description process in records management entails analyzing the record to determine its context, purpose, retention period, and its storage process.

destruction
Destruction is the process of disposing records permanently.

digitization
Digitization converts analog material, such as paper files, to digital format. Digitization uses photography or scanning processes to convert documents.

disaster mitigation strategy
Incredibly crucial in the records management process, disaster mitigation strategies are policies and procedures designed to minimize the impact of risks to an organization’s records. Disaster mitigation strategies include steps to recover records in the event of a catastrophe or any event that disrupts daily business activities.

Also known as: disaster recovery strategy

disposal
In records management, disposal refers to destroying records that are no longer needed. Disposal can also refer to transferring records to archives.

document
Documents are recorded information or objects. Records grouped together as a unit can be referred to as one document.

electronic records
Electronic records are created or maintained with electronic equipment.

electronic signature
Electronic signatures are digital marks or symbols that identify the person who gives consent for digital material

encryption
Encryption is a security procedure that converts electronic data to incomprehensible data. The intended reader must have and apply the appropriate key in order to read the translate the information to its original form.

file plan
A file plan is the scheme that the records management provider develops to organize and arrange your records.

Also known as: file classification scheme.

hygrothermograph
A hygrothermograph is a device used to record atmospheric humidity and temperature.

inactive records
Inactive records are those records that you no longer need in daily business transactions but you must maintain for administrative, legal or historical purposes.

ISO 15489
The ISO 15489 is an International Standards Organization prescriptive for creating, capturing and maintaining records. .

master copy
The master copy is the original record, and it is used to make access copies.

medium
Mediums are the physical material or container that you use to record information.

preservation
Preservation is the process of maintaining authentic records.

records
According to the ISO records are “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.”

record keeping
Record keeping is the process of creating and maintaining evidence of business transactions.

records management program
Records management programs are strategies for managing records and documenting business processes and activities.

retention schedule
Retention schedules detail the retention period of a record.

scanner
Scanners are optical devices used to transform analog images to electronic formats.

taxonomy
Taxonomy refers to intellectual structures that arrange items into groups and subgroups.

tracking
Tracking in records management refers to the process of creating, capturing and maintaining information about the movement of records.

vital records
Vital records are those records that are critical to your organizations operations.

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Frequently Asked Questions
FAQ About Confidential Records Storage Services

Q: Why choose a Diamond Certified records management provider?

Q: Why choose a Diamond Certified records management provider?
A: Diamond Certified helps you choose a records management company with confidence by offering a list of top-rated local companies who have passed the country’s most in-depth rating process. Only records management providers rated Highest in Quality earn the prestigious Diamond Certified award. Most companies can’t pass the ratings. American Ratings Corporation also monitors every Diamond Certified company with ongoing research and ratings. And your purchase is backed by the Diamond Certified Performance Guarantee. So you’ll feel confident choosing a Diamond Certified records management provider.

Q: How long should we keep records?
A: How long you keep records depends on government regulations, industry standards and your organizations policies. You and the records management provider will work together to decide the best records retention and disposition schedule for your company.

Q: What do records retention and disposition schedules entail?
A: Records retention and disposition schedules list the records that are in custody with the records management provider. The schedule details the length of time that the storage facility must preserve the record before transferring the record for destruction.

Q: How does a records management program work?
A: The records management program depends on your needs and the company you select. From an outsourcing perspective, records management program allows you to better utilize organizational resources. The records management program can simply mean that you store your files at an offsite location. These locations may have on-site viewing rooms or may offer retrieval and delivery services. Other companies may offer full-service options where they help you determine how to track and preserve your information, store your records for you and destroy the records when appropriate.

Q: How Can I view my records?
A: Records management companies offer several options for viewing your records. Many records management companies scan and convert your files to digital formats and allow online access to your files. You can view the electronic version of your record without ever having to retrieve an actual paper file. Other times, you may require the physical file. In this case, you can request that the records management company pull and deliver the file to your offices.

Q: How quickly can records management companies get my records to my office?
A: Many storage facilities offer same day services for requests that you make within a certain time frame. Bear in mind, however, that the distance that the records management company must travel between your offices and theirs can impact how quickly you receive your records. Make sure that you discuss emergency delivery stipulations and include all agreements in your contract.

Q: Is it safe to store my records with records management providers?
A: The safety of your records is a priority for the records management company because records storage is their core business. Experienced records management companies invest heavily in their company’s security systems, but you should make sure that you review the providers security policies before you contract their services.

Q: What Fees Can I expect to Pay?
A: The base fees will directly relate to managing and storing your records. Some companies will charge an administrative fee to set up your service, and some will charge additional fees for transporting your records between your office and the storage facility. Your best option to prevent costs from skyrocketing, detail all expected and incidental costs in your contract. If you find that you are consistently requiring emergency adjustments, it may be time to renegotiate your contract. But, proceed carefully when renegotiating your contract as you do not want to incur early termination fees to end an old contract and start a new one.

Q: What types of records do records management companies?
A: Records management providers accept records in every conceivable format. You will work with the records management company to determine your needs.

Q: How Do I get started?
A: For basic tasks such as storing a few boxes, the process can start with a quick consultation to iron out fees. For more extensive requirements, many records management companies perform business analysis or a records management consultation. Depending on the extent of your needs, this consultation can take a few days or a few weeks. After the consultation, the records management provider will provide you with a report that details your records management strengths and areas that can be improved. They will make suggestions, and the records management consultant will help you devise the most suitable plan for your organization.

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