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Offsite Document Storage

We offer secure document storage for your company’s important records.

Secure document storage in offsite records storage facilities.

If you’re storing your documents onsite in filing cabinets, your company’s confidential information may be at risk of being destroyed by natural disasters or accessed by the wrong people. And, keeping paper documents and electronic files on-site requires storage space that you may not have.

Secure document storage in one of Vital Records Control’s offsite records storage facilities keeps your paper documents, digital files, electronic documents, and data on tapes safe and allows you to access your files whenever you need them.

For more than 30 years, our document storage solutions have helped protect critical documents generated by Fortune 500 companies and small businesses across the country.

Our Document Storage Solutions Include:

State-of-the-Art File Storage Facilities

Our offsite document storage facilities are concrete with no prefabricated metal walls and mounted on raised three-foot foundations to prevent flood damage. Each document storage facility adheres to strict requirements for security, fire protection, and environmental controls.

Consistent Chain of Custody

Our end-to-end security features begin with each pickup. We use an internal fleet of secure vehicles for every record retrieval and delivery. Our vehicles are radio dispatched, driven by vetted employees and include automatic locks and GPS tracking.

Exceptional Security

All records storage facility visitors must provide a government-issued ID, sign a confidentiality agreement, and be escorted by a staff member while inside. And, we have rigorous access controls in place, including only entrance to each facility.

Barcoded Inventory Control

Our barcoded inventory control system uses our RFID technology to identify and track your information throughout its entire lifecycle. Your record boxes are assigned a permanent location inside our records center to ensure they don’t get lost.

On-Demand Access

Your document management system needs to work within your information governance framework. Our online records management portal, VitalWeb, includes metadata, tracking, searching, and service order requests. With 24/7 access to your documents, boxes, and services, you can order your stored files to be scanned, delivered, or securely shredded.

Legal Regulatory Compliance

Every organization has a responsibility to protect the confidentiality, integrity, and accessibility of its information assets. Your confidential documents are stored safely in compliance with federal and state regulations, including HIPAA, FACTA, and SOX.

The Offsite Document Storage Process

flowchart detailing the offsite document storage process

Get in touch with us.

See how we can help protect your records and documents throughout their life cycle.

Other Services We Offer

Secure Destruction

We’ll work with you to find the right secure destruction solution for your needs, taking into account the number of documents to be shredded, your retention requirements, and your budget.

Health Information Management

For more than 30 years, we’ve developed custom health information management solutions for medical records departments across the country that help our clients reduce costs and concentrate on patient care.

Document Scanning

Focus on your job, not paperwork, with document scanning services.

Media Vaulting

When you trust VRC to store and backup your data, you can be confident that your media and backups are protected and preserved for years to come.