Facilities

Vital Records Control – Records Management Facilities

VRC Birmingham

Offsite Storage Site Evaluation
Vital Records Control®—Facility

SSAE16 Certified

All VRC facilities and procedures have been audited and certified as SSAE16 compliant by third party auditors.

Structure of Building

All VRC locations are located within solid customized concrete facilities (no prefabricated metal walls). The facilities enjoy a raised foundation of over three feet in the event of flooding. Additionally, each facility is equipped with emergency generators. The security systems are monitored 24/7 including live camera monitoring.

Security of building and transportation of records

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Physical Access

VRC has only one entrance into each facility. This entrance has controlled access within eight feet of the outside door. Only persons with the access approval to open the door will gain entrance. VRC DOES NOT ALLOW ITS DOCK DOORS TO BE UP AND OPEN AT ANY TIME UNLESS A VEHICLE IS BEING LOADED OR UNLOADED. This greatly reduces the risk of any attempt to gain unauthorized entrance into VRC’s facility.

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Access to others

All visitors to the VRC facility must be escorted upon arrival and register their presence. ONLY VRC EMPLOYEES OR SECURITY CLEARED VENDORS WITH AN ESCORT ARE ALLOWED INTO THE SECURED STORAGE AREAS. This virtually eliminates any opportunities for unauthorized viewing of records in storage at VRC.

Transportation used

VRC utilizes its own internal fleet of unmarked, automatic locking, GPS tracked and radio-dispatched vehicles to make 100% of your deliveries and pick-ups. Only VRC bonded (no temporary employees) employees make deliveries to your company or any other VRC customer.

 

Fire Protection System

VRC facilities proudly utilizes state of the art fire systems including an ESFR Fire Protection System. This system allows for maximum fire suppression with remote area coverage capabilities. Additionally, VRC has installed, throughout the facility, the best early warning detection equipment available to provide the earliest possible warning of a potential fire.

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Cleanliness of storage area

VRC prides itself on maintaining extremely clean facilities. VRC will automatically repack any box in poor condition. VRC stores boxes no higher than three to a stack, which helps to insure that the boxes will remain in top condition.

Storage System Systematic Method

VRC manages all of its client’s records in a manner that is unique to the offsite storage industry. Most off-site companies use a LIFO or FIFO inventory system that will mix your boxes with other companies’ boxes on a daily basis. In the event of a human error, finding a box is nearly impossible using this LIFO or FIFO method.

VRC assigns a unique location code to each box. When your team returns a re-file to VRC, this box is put back into the exact same slot that it was pulled from. Once again, there is no “revolving” system to increase the chances for a mis-placed box.

VRC has a track record of producing all requested items on-time that is unmatched in our industry.

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Type of racking/shelving system

VRC utilizes a custom built racking system specifically designed for records storage. This system features corrugated steel decking for the boxes to be stored upon as opposed to wood decking, which can rot, sag, or become a fuel for a fire.

Available storage space

VRC has a virtually unlimited amount of growth space for records with built-in flexibility in many of our leases. We are comfortably positioned to handle any amount of records that your company should desire to store off-site.

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