VitalWeb for Records/On-Line Service Available.
VRC has created a custom designed software package to manage your records, VitalWeb. This system has been designed to allow maximum flexibility to the customer in how they want their information sorted and managed.
Delivery and pick-up of record retrievals
Procedures
VRC customizes the delivery procedures to fit each customer’s different needs. VRC provides SAR (Service Activity Record) delivery forms for you to fill out ensuring accurate description and chain of custody. The final say (within reason) on how deliveries are to be made is up to the customer. VRC will provide shipping services to out of town (if any) locations using the delivery service of your choice (i.e. FedEx).
Standard turn-around time
VRC provides a variety of delivery or pickup options. If the request is made by 10:00 a.m., the boxes will be delivered or picked-up by 4:00 p.m. of the same day. If the request is made by 3:00 p.m., the service will be performed by noon of the next day. Additionally, VRC provides same-day additional deliveries for requests called in after the above mentioned times. VRC also provides emergency delivery services. This service provides a two-hour turnaround promise 24 hours a day every day of the year.
On-Site Viewing of Records
VRC has multiple on-site viewing rooms available at no cost, for reasonable use, to our customer’s for easier viewing and/or copying of records. This eliminates the delivery fee and the necessity for giving up your valuable office space for large audits, research projects, etc.
Destruction of records
Procedures for notification
VRC will provide your company a monthly list with BARCODES for 100% accuracy of all the boxes available for destruction at the time of the report running. This list is sent to your team for approval.
Standard turnaround time
Once approval has been obtained, VRC updates the inventory system within 48 hours that these boxes are now status “D” for destroyed. This stops any additional storage charges after that month from being billed to you and legally updates the box as being destroyed. VRC then pulls the requested boxes and has them confidentially destroyed. The turnaround time on pulling the boxes is usually one to two weeks depending on the size of the list.
Ability to customize to your company
VRC already provides many customized pulling services to various customers and would be willing to do so for you. Additionally, VRC can now offer automatic customized retention scheduling to determine the dates for boxes to be reviewed for destruction. Your company would only have to keep VRC informed of changes to the master retention schedule as opposed to the current method of updating each individual box that is affected by said change.
Actual method of destruction
VRC has a variety of confidential destruction sources available to destroy requested boxes. These sources include incineration, shredding, and shredding/recycling. VRC utilizes the shredding/recycling method since it allows all of the paper to recycle. This is an important part of VRC’s commitment to the environment. VRC can provide a certificate of destruction to you after each destruction service. Any of these methods are available upon request.