Our records management and storage services will provide advanced data management options for law firms, insurance agencies, large corporations, government agencies, hospitals and medical practices.  We have the capability to store documents (both hard copy and those in electronic form), computer files, legal documents, medical records and contracts for companies with a penchant for piling up the paper.  We can deliver these documents back to the client, physically or electronically, when needed.   From our planned facility in Albany, New York, we can service New York, New Jersey and Massachusetts. Additional, regional locations will be added on an as-needed basis.

Records Management Solutions (RMS)
The requirements for document storage, scanning, retrieval and destruction have changed dramatically in the 21st century.  Whether due to fiduciary responsibility or regulatory compliance, documents and data need to be effectively managed. The law now dictates what must be retained, how long it must be retained and what must be destroyed.   Our RMS meets the following data management requirements:

• Document Scanning / Retrieval
• Document Storage
• Document and Textual Indexing
• Document Destruction

Document Scanning / Retrieval

Document scanning, archival and retrieval are the core components of our product offering.  With advanced OCR, imaging and indexing tools, all scanned documents are permanently stored and easily retrieved.  As companies evolve into an electronic business environment, paper will begin to fade away from many business transactions.  Electronic document management software will speed this process along by easily archiving and retrieving existing documents that are either hard copy or computer generated.  These advantages will bring your filing cabinets to your desktop.  
Our comprehensive electronic storage solution will support:

• Imaging – Scanning paper documents, then storing them electronically. 
• Computer Document Storage (CDS) – Capturing computer-generated documents and sending them directly to electronic storage.

The electronic document management software that is used at our facility provides the following elements:  

• Storage – A long-term and reliable electronic filing cabinet.
• Indexing – An organized electronic filing system using folders and indexes.
• Retrieval – Allows you to find the right electronic document by using information about the document including index and text.
• Access – A good access system will make documents viewable to authorized personnel from any location.

With the proposed RMS solution, all it takes is an online query to locate the document in question and retrieve it.  This is all done, via the Internet, in a highly secure environment.   Optionally, our clients can request documents via a phone call or fax, and have these documents e-mailed, faxed or physically delivered in a timely fashion to the appropriate location.  We do this work so you can concentrate on yours!

Document Storage

Whether in digital form or traditional hard copy, documents must be properly stored and secured.  Hard copy storage requires a modern storage facility that is safe, secure, climate controlled and manageable.   We use the latest advances in structural steel shelving and technology specifically designed for document storage.   We also have security cages or highly secured vault options, which provide a higher level of protection for sensitive documents.  Our online, bar-code tracking and a fully integrated inventory control system ensure that client documents and/or files are where they’re supposed to be, when they need to be accessed. 

Our document storage solution will also meet many of our clients’ disaster recovery needs and will help protect company data from unauthorized disclosure, loss, fraud and theft.

Document Destruction

Many of today’s regulatory programs mandate the permanent destruction of certain documents after a specified period of time.  Additionally, other confidential information such as payroll records, cancelled checks, customer account lists, business plans, patient records, financial records, etc., should not just be thrown in the garbage.  They should be permanently destroyed via shredding.
We offer both mobile and fixed shredding services.  Clients have the option of having their sensitive documents shred at their locations with our mobile shredding vehicle, or we can pick up these documents and shred them at our facilities.  The latter is a faster and more economical way to shred documents.  Regardless of the procedure used, our clients can be assured that their information will not fall into the wrong hands and that they are meeting all regulatory compliance requirements.   We only use industrial-based shredders, which make confetti out of the original document.  The shredded documents are then baled and forwarded to a recycling plant. 

Pick-up and Delivery Service

Whether documents are being processed for long-term physical storage, permanent physical destruction or optical scanning, we handle all of the transportation needs.  Each vehicle in our modern fleet is optimized to ensure the perfect interior climate and security for transportation of your records. All vehicles are equipped with UL approved ABC fire extinguishers in case of an emergency. Our drivers are all bonded, wear uniforms, and carry photo identifications and two-way communications.  Every six months, we obtain a state motor vehicle report on each driver’s license. Additionally, all drivers are subject to random, periodic drug screenings.

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