VRC Facilities
Offsite Storage Site Evaluation
Vital Records Control—Facility
Structure of Building
All VRC locations are located within solid customized concrete facilities (no prefabricated metal walls). The facilites enjoys 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
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.
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.
Temperature/climate conditions
VRC recognizes the need for temperature maintenance in regard to successful long-term storage of records. The paper storage warehouses are air cooled and gas heated to maintain the facility temperature between 70 degrees and 80 degrees. The climate storage and vault storage areas, which VRC would store your more sensitive items, are specifically maintained at a temperature rate of 70 degrees with a constant humidity of 45%. The most important factor in maintaining long-term archival storage is consistency of the temperature to reduce expanding and contracting of the items in storage, which can cause data loss. VRC monitors the facility’s climatic condition every day to insure consistency.
Cleanliness of storage area
VRC prides itself on maintaining an extremely clean facility. VRC will automatically repack any box in poor condition. We also sweep our floors daily and use our in-house floor scrubber regularly to maintain facility cleanliness. VRC stores boxes only three high 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. VRC does not inter-mix multiple customers’ boxes within the storage bays/bins. 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.
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. We are comfortably positioned to handle any amount of records that your company should desire to store off-site.