How To Choose The Right Document Storage Company
Don't Choose Any Document Storage Company Until You've Asked Them These 10 Critical Questions:
SECURITY
1. What steps do you take to ensure that my stored documents will be safe?
Document security should be the number one priority of any document storage company. If you're considering a mini-storage unit rental or a moving and storage company, ask them how they intend to protect your documents.
Records Management Center- We offer the highest level of security. Our buildings have an alarm system and motion detectors. Our doors are always locked and pass-card entry is required to gain access to our entrances and to the storage area. So you can be sure that no unauthorized personnel will ever have access to your records.
2. Do you use a third party to run criminal background checks and random drug-tests on all your employees?
There are some people that should never have access to your confidential information. Ask your prospective storage company to name the organizations they use to run criminal background tests and random drug tests, and ask for proof that all their employees have passed these tests.
Records Management Center- We offer documented proof that all our employees have completed pre-employment criminal background checks as well as on-going random drug tests.
3. Do you offer Document Replacement Coverage?
If your stored documents are destroyed by fire or a natural disaster or mishandled by your document storage company, you'll wish you had insurance coverage to protect against these loses. Sadly, most storage facilities offer little or no insurance protection.
Records Management Center- We're the only storage company that offers both Valuable Papers Insurance and Warehouse Legal Liability Insurance. That means if your records are ever destroyed or mishandled while under our care, we will underwrite the cost to replace them.
SERVICE
4. Will I have access to my files, 24/7?
Most storage companies only give you access to your documents during normal business hours. If your organization sometimes needs emergency access to stored files, you'll want to make sure you can get to your records anytime you need them.
Records Management Center- We offer 24/7 file access and an emergency service guarantee. Your records will be ready for pickup within 30 minutes or delivered to your door within 2 hours, anytime day or night... guaranteed!
5. Do you offer a money-back guarantee?
When you're trying a document storage facility for the first time it's important not to get trapped in a long-term commitment. Ask any prospective document storage company if they offer a money-back guarantee.
Records Management Center- We offer the area's only Six Month Money-Back Guarantee. If you aren't satisfied with our services, for any reason, we'll refund 100% of your storage fees, no questions asked.
6. Will you keep track of my files and notify me when they no longer need to be retained?
Many document storage companies have no system in place to notify their clients when certain documents have outlived their usefulness and no longer need to be retained.
Records Management Center- We don't think you should have to pay to store outdated files. That's why we keep track of your files and notify you when they should be destroyed.
FACILITIES
7. How often do you spray your storage facility for pests?
Pests and insects such as rats, roaches and spiders can destroy your stored documents. That's why it's important to choose a document storage company that sprays their entire facility and not just the common areas.
Records Management Center- We use a monthly pest control service to spray every inch of our facility.
8. Will I need to provide my own shelves?
It's important to keep stored boxes of documents on metal shelves. This not only allows easy access to your files, but it also prolongs the life of your boxes and your documents. But remember, mini-storage facilities DO NOT provide shelving. So if you choose this storage option, you'll need to purchase and install the shelving yourself.
Records Management Center- We store all your boxes and documents on our metal shelves.
9. How much will it cost to store and deliver my files?
Mini-storage facilities usually charge you more to store documents than full-service storage facilities and the do not offer file delivery service. Storing documents with a moving and storage company can be less expensive, but their file delivery charges are often much higher. Ask any document storage company you may be considering to give you a list of their charges, in writing.
Records Management Center- Our storage prices are not only comparable to Moving & Storage facilities, but actually 10% - 30% less than the typical "no-service" mini-storage facility. File retrieval is only $2.00 per record and delivery charges are as little as $10.00.
10. Do you offer same-day delivery, at no extra charge?
Next day delivery is the service standard offered by most other full-service storage companies.
Records Management Center- We don't think you should have to pay extra just to get your files delivered on the same day you request them. Place your order by noon and we'll provide same day delivery at no extra charge.
