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Services
 | Computerized Inventory and Indexing | |
 Level 1. (Carton Inventory Services)
Carton inventorying services is where we list only the carton information while you create and maintain the index of the caron contents. The information that is included in our carton inventory is our permanent assigned box number, department number, client reference number, date box received, from & to dates of contents, destruction date of carton, and location of the carton in our records center.
Level 2. (File Indexing Services)
File indexing services is where we inventory the carton information plus index the individual files in the carton. The information that is included in our file index is our folder number, matter number (usually the field describing your folder number), two fields for describing the file contents, ID description field, from and to dates, and the destruction date of the file. These fields can be adapted for your specific needs in describing the folder.
After initially processing your recoords, we provide you with a detailed inventory indicating all the above information depending upon the level you have selected. For records that we receive after the initial processing, we will provide you with an Addition Report containing the same criteria as the initial inventory. After a predetermined time frame, we will provide you a complete inventory incorporating any and all Addition Reports.
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| | Retrieval and Refile Services | |
There are several ways to retrieve a file or box: by fax, phone, or email. With our unique indexing process, we offer you what is called ”key phrase search capability” which means you can retrieve a record by numerous descriptions and we can find that specific record. Only authorized persons can access your records, therefore we can tell you at all times where your records are and/or with whom. Refiles are records ready to be returned to storage. We go through the same thorough process as retrievals to return cartons or files and immediately update your inventory to allow access to that record.
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| | Storage Services | |
We provide a clean, safe, and cost effective storage facility to service all your needs. All of your records will be stored on shelving rack systems. A computerized bar code system is used in locating your records.
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| | Courier Services | |
We design our bonded courier services based on your needs. You have the option of receiving your records by our courier,or you can pick up the records at our record center. Our normal hours of delivery are Monday through Friday 9:00 am til 4:00 pm.
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| | Private Reading Room | |
If your firm wishes to access your records at our facility, we will provide a reading room for your use. In addition, you have access to a telephone, fax machine, and a copy machine.
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| | Destruction Services | |
All cartons to be destroyed require a signature from your authorized representative. The choices for destrution are shredding and landfill. Upon destruction, we will send you a certified destruction report.
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| | Monthly Reports | |
We provide Managerial and Activity Reports to enhance your records management program. Examples of the reports are inventory reports by box number or by box contents, addition reports by date received, retrieval reports, departmental reports, invoicing reports, and activity service reports.
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| | Optional Delivery/Pick-up | |
You have the option of selecting two delivery/pick-up programs: the individual delivery or the “per stop” delivery. The individual delivery is based on unit costs. You will pay for each carton or file picked-up of delivered. The per stop delivery is recommended for high volume customers.
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| | Non-Binding Contract | |
We offer a NON-BINDING contract which carries no penalties for early removal of records with the exception of the standard retrieval fees.
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| | Additional Services / Supplies | |
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