The Cost of Records Storage

When considering the storage of your records, the space and cost per square foot is what first comes to mind. But how many man-hours are required to maintain your filing system? That’s why a Records and Information Management (RIM) plan produces tangible benefits and not just administrative over-head.

Let Us Manage Your Records

Data Storage Centers are prepared to manage your records system and we offer more than just storing boxes of data.

We will provide:

• Computer Assisted Retrieval and Refiling Services
• Computerized File Inventory
• Pickup and Delivery
• Certified Records Destruction
• Confidential and Secure Storage
• Climate Controlled Rooms for Disk/Tape Storage

When you entrust your records to Data Storage Centers, you still retain tight control over your important documents, making day-to-day operations more manageable.

Other Cost Effective Benefits, such as:

• Reduce storage space or improve space utilization
• Automate records management applications when justified
• Comply with reporting and retention regulations of local, state and federal agencies
• Avoid liability & litigation
• Improve customer service
• Improve productivity
• Save labor
• Eliminate lost or misfiled documents
• Centralize information
• Eliminate duplicate documents or data

Our System

Your records can be packed – by your personnel or by Data Storage Centers – in various size boxes or standard letter/legal boxes (12W x 15L x 10H) designed to hold these records, whether they are hard-copies, data, or anything in between. Then, we will transport your records to our specially constructed building where they will be logged in, inventoried by computer and placed on steel shelving.

When you need a record or file, a call to the Data Storage Centers gets that material on its way through our daily delivery service.

Or Data Storage Centers personnel can either fax you the information or rush deliver it to you within 2 hours.

Secure, Economical, Off-Site Storage

• Save space at your office or plant facilities
• Reduce costs of warehousing, shelving and security services
• Reduce labor, facilities and filing equipment expenses
• Reduce exposure to vital information loss

Prompt, Accurate – Retrieval/Refile Service

• Reduce employee costs in locating files
• Established standards for refiling and file maintenance
• Improve response time to customers, clients, etc. by having ready access to files

Secured File Access System

• Sensitive files protected from unauthorized access
• Established “Charge Out” procedures for file tracing and cost allocation
• Reduce exposure to vital information loss

Computerized Carton Indexing Option

• Be able to easily identify and access your records
• Allocate records management cost by cost centers or departments
• Reduce employee time spent searching for files/records

Computerized File Indexing Option

• Accurate listing of each file by number and description
• Accurate in/out tracking by individual files
• Ability to have a complete list of files by alpha/numeric fields

Prompt, on call or Scheduled Pickup/Delivery

• Same day service for quick response to retrieval requests
• Reduce space required to hold files for refiling or new additions
• Reduced cost for employee time and vehicle expense spent on pickup and delivery of files

Records Management Control & Organization

• Be able to easily identify and access your records
• Establish standards and procedures for records retention
• Limit exposure to legal and regulatory actions due to inability to properly locate a file

24 Hour Access

• Fast response to legal or regulatory requirements
• Emergency service for critical file access
• Avoid business interruption due to loss of archived information

Organized Permanent Address Locator System

• Establish standards and procedures for file locations
• Be able to locate and retrieve data rapidly
• Random assigned placement for security

Facsimile transmission Service

• Actual copy of document to work from
• Improved response time on information requests
• Reduced delivery cost to receive information

Phone Reference/Copy/Mail Service

• Improved response time to requests for information
• Reduced handling/delivery cost by eliminating need for file
• Reduced employee cost spent waiting for information

Records Cartons Available

• Only need to stock one size for letter or legal size
• Reduced cost between Transfile versus DSC carton
• Easier to handle in the office due to the reduced size

Certified Records Destruction

• Meet legal/regulatory requirements with established retention program
• Reduce storage cost with systematic purging
• Proof of document destruction retained for legal requirements
• Reduced exposure of sensitive file information

DSC Storage facilities

• Established records of service to community
• Assured continuity of service
• Unlimited flexibility and ability to expand as space needs develop