Frequently Asked Questions About Offsite Records Storage
What is offsite records storage?
As its name implies, offsite records storage enables you to store boxes of files in a secure, climate-controlled storage facility. In turn, it saves you space, keeps your confidential information safe, and ensures your company’s business continuity.
Some paper records must be maintained and stored for a certain period of time for compliance purposes. However, off-site storage is typically the best option for inactive documents that are used less frequently.
What are the benefits of storing records offsite?
Offsite storage provides a secure way to store your sensitive information while also protecting it from environmental damage, such as fire or flooding. Secure offsite document storage enables you to:
- Reallocate the use of valuable office space
- Store documents offsite instead of paying to store, organize and file them at your office
- Protect information assets from theft or accidental destruction
- Focus on your business rather than paying employees to index or retrieve your documents
- Track retention times and know when your documents are eligible for shredding.
How do records storage services work?
First, you collect documents and fill up storage boxes. Additionally, you organize your files based on their records retention schedules.
Then, boxes are taken to offsite records storage facilities, where they’ll be scanned into an inventory tracking system using their unique barcode. This allows you to monitor your file inventory through web portals, check on or set up retention schedules, and receive notifications when files are nearing the end of their lifecycle.
When business records have reached their retention period, they are securely shredded. You are provided a formal certificate of destruction, including where and when the shredding took place, keeping you compliant with destruction laws.
Can I store both physical and electronic records?
Vital Records Control provides offsite storage for paper documents, electronic records, media, tapes, and other data with access whenever you need it.
How secure is offsite document storage?
Our records storage facilities and vaults are SSAE-18 validated, with advanced security and fire suppression technology to ensure your information is always protected.
- 24/7 Security monitoring
- Portable hand-held scanners that provide point-to-point tracking and chain of custody
- Barcoded inventory tracking
- Secure vehicles and highly trained transportation specialists
What type of storage do you provide for electronic records?
Storing magnetic tape backups, medical x-rays, historical film, and other vital records improperly can lead to damage and information loss. To preserve your critical information, we offer enterprise tape storage for your specialized storage needs.
- Climate-controlled vaults with 24/7 monitoring
- Environmentally friendly fire-suppression systems
- Rigorous access controls
What type of records should I consider storing in a vault?
Some common record types that are stored in our media vaults include:
- Magnetic tape backups
- Medical x-rays, microfiche
- Legal documents
- Cultural and historical records
- Valuable artifacts
How do I request a delivery or pickup?
Can Vital Records Control perform indexing?
Absolutely. We’re here for all of your records management needs and will index your individual files so you can sort, search, find, and retrieve them faster.
How quickly can I receive my file or box?
We offer same-day, next-day, and rush deliveries. Please contact one of our local offices for inquiries about our emergency delivery services.
How do I authorize someone to send or receive files?
VitalWeb®, our records management software, enables you to add new users with department-level access management.
How do I get set up to make requests over the web?
Once you store your records with us, you’ll receive access to our VitalWeb® portal. Each authorized user will receive log-in credentials and helpful ‘how-to’ guides that describe the process.
Will I be charged for a web user account?
We do not charge for VitalWeb® access.
Are there software training fees?
No, we provide new-user training for VitalWeb® at no additional charge.
What are your records management software’s key features?
Using VitalWeb®, you have access to:
- Inventory tracking
- Customizable, automated reporting
- Multi-level user role assignments and departmental infrastructure
- Built-in retention scheduling
How do I get my files delivered digitally?
You can make requests for scan-on-demand services through the VitalWeb® portal. Your scanned files (in ‘pdf’ format) are accessible securely via VitalWeb® access. You will receive a notification from us when your files are available for viewing and/or downloading.
Do you offer online document storage?
Yes, we scan, digitize, and store your files that can be accessed via our cloud-based document management system (DMS). With a digital storage system, authorized employees are provided a quick way to remotely access data through a secure network.
When you pick up my records for shredding, can I give you files for storage?
No. Our shredding routes are separate from our delivery routes for security, chain-of-custody, and to ensure that records in storage do not mix with files to be shredded.
How do I make shredding requests?
You can easily make requests for shredding services within VitalWeb®.
Do you sell boxes? How do I order them, and what sizes are available?
We sell highly durable, standard record storage boxes (16x10x12) with attached lids. You can order new boxes within VitalWeb®.
Why use Vital Records Control as my records management partner?
At Vital Records Control, we’re here when you need us. Our personalized service means you get service from a real person, 24/7. With over 100 facilities nationwide, we’re equipped to handle projects of any size.
Our philosophy is to customize information management solutions to best fit our clients’ needs. We deliver high-quality solutions, personalized and tailored to your retention, compliance, and budget requirements.
We work with companies with 1 employee or 1,000. We work with companies in all industries. And we work with you to ensure that you get the help you need to manage your assets efficiently and cost-effectively. Learn more about VRC.