Records Storage
Manage, store and access your documents easily with Off-Site’s records management solutions.
Records Storage
Lower your storage costs while increasing the security and compliance of your records program.
Off-Site makes it easy and cost effective to manage your records. It’s simple to find and access your records using inventory tools like the web portal. Your records are stored in a secure environment. Off-Site offers a low cost alternative to expensive office space or self-storage.
Benefits of Storing with Off-Site
- Savings – Free up valuable office space and save money by storing your records in Off-Site’s secure facility.
- Compliance – Off-Site’s software and tracking tools help you comply with regulatory and legal requirements.
- Accessibility – Accessing your records is made easy through Off-Site’s web portal and inventory reports.
- Convenient – Off-Site’s courier service provides quick delivery turnaround.
Here is Off-Site’s secure point-to-point tracking system
Develop a Records Program Tailored to Your Needs
Records Center Services
- Track inventory at the container, file, or image level
- Point-to-point bar code tracking
- Retrieval and re-filing of records
- Chain of custody maintained throughout the records storage process
- Compliant with legal and regulatory requirements
- Transportation Services
- Same day and next day delivery
- Drivers are bonded, background checked, uniformed and badged
- Company-owned vehicles
- After hours services
- Client viewing rooms
Jump Start Your Records Management Program With the Assistance of Off-Site’s Account Managers
Account Managers
- Off-Site’s Account Managers use our proven tools and business processes to guide customers in the creation of high quality records management programs
- User training: records awareness, get started for new users, web portal and more
- Detailed records management reports that support your operations
- Records activity reviews to see trends and make recommendations
- Other projects as needed
Off-Site’s Additional Services Such as Folder Indexing, Pack-Out Services, and Scan-On-Demand Let You Concentrate on Your Core Business
Folder Indexing
Folder indexing enables you to access more detailed information about your records. Tracking at the folder level saves times when you are searching for specific files. Use the convenient web portal to index your own folders, or use Off-Site’s folder indexing services. The advantages of folder indexing enable you to:
- More quickly and accurately retrieve pertinent files for audits and other records reviews
- Save time and resources with streamlined searching
- Track your records and run reports at the file level
- Index what you need, when you need it:
- As boxes are received at our Records Center
- When records are retrieved for your review
- Any time during the records storage cycle
pack-out services
Don’t have time to pack? are you short-staffed? Off-site representatives can pack out an office, a records storeroom, or an entire building at your location. we will provide trained personnel to pack, label, index, and move your records.
- indexing at the box or folder level
- point-to-point bar code tracking and chain of custody maintained
scan on demand
our scan-on-demand service offers flexibility in retrieving files. a document in storage is scanned and the electronic file is available for viewing and/or downloading in a number of ways5
- retrieve images from off-site’s secure ftp site
- post images to client’s ftp site
- receive images via email
- copy images onto dvd or hard disk drive
storage boxes and supplies
Off-site’s storage boxes are sturdy and will stand up over time thanks to thick corrugation and multiple layers of cardboard. the easy to assemble boxes securely store your information at your office, your home, during transportation or in the records center. to order containers and supplies, contact customer service at 408-971-4200 or place an order through the web portal.
- Off-site storage boxes: The ends of the boxes are triple-walled which reinforces the handles and the sides are double-walled. This is an ideal box for heavy documents, books, journals and high activity records. The boxes designed for document storage and fit letter-sized documents one direction and legal-sized documents the other direction.
Box dimensions: 10″ h x 12″ w x 15″ d. - Generic Storage Boxes: The ends of the boxes are double-walled and the sides are single walled. This box is designed for long term storage of documents. The boxes store letter-sized documents one direction and legal-sized documents the other direction.
Box dimensions: 10″ h x 12″ w x 15″ d. - Bar-Coded Labels
- Carts and Consoles >> read more
Off-Site’s Web Portal Provides Easy Access to Your Inventory
- Unlimited number of users
- Using your secure log-in, you can:
- Query records inventory
- Place an order to access a container or file
- Print real time inventory reports
- Process records to send to the records center
- Folder index new boxes
- Order supplies
Manage your Records with a Sophisticated Inventory Tracking and Reporting System
Inventory Tracking System
- Container, file and image management
- Multiple data fields to capture records description
- Manage your information at the level that suits your requirements
- Facilitates the implementation of a records retention schedule
- Activity and permanent removal history
- Folder Indexing
- Tracks records at the file level
- Promotes fast and accurate records retrieval
- Records series and retention codes
- Departmental billing and inventory
- Extensive reporting capability
Tracking Tools
- Bar Code Technology
- Bar code tracking at the container and file level
- Reduces human error
- Promotes consistency of data capture
- Inherent error detection, notification and reporting
- Ensures accurate location information
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Scanning
- Point to point inventory tracking
- Provides transaction history
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• Detailed Delivery Information
- Data captured at the time of pick-up and delivery
- Detail of all records picked up or delivered Inventory
Reports
- Box or File Inventory
- Box or File Retrieval
- Keyword Search
- Destruction Eligibility Report
- Permanently Removed History
- Status Report
- And More Records Retention and Records Series
- Records series code tracked for each container
- Destruction date automatically calculated based upon records series
- Records series schedule reflects the retention schedule
Safeguard Your Records in a Secure Facility
Secure Document Storage
- Sophisticated fire and security system
- Audio-based intrusion detection
- Interior and exterior security cameras
- 24-hour controlled access
- Smoke beams and detectors
- ESFR (Early Suppression Fast Response) sprinkler system
- UL (Underwriters Laboratory) approved central station
- Battery operated equipment
- General Liability and Fidelity Bond Insurance
- Company-owned storage facilities
Off-Site’s bonded and professional drivers pick up your important records. Each box is bar coded and tracked point to point.
Chain of custody is maintained during transportation when we transport your sensitive records using Off-Site drivers and trucks.
Your confidential records are safely stored in Off-Site’s secure facility protected with sophisticated fire and intrusion systems.