Some organizations believe that storing business records in their own office is an efficient and worthwhile practice. What those businesses aren’t considering are the costs and unnecessary security risks of doing so. With the price of office space at such a premium, wouldn’t you want to maximize the square footage in your office generating revenue?
In addition to the storage costs, what about the information management risks that they are taking by having those records stored in filing cabinets onsite? All organizations maintain records that only a few individuals need access to, yet the filing cabinets usually occupy an unsecured office wall in a common area. Controlled access to your business documents is necessary to ensure that your confidential information remains so. Aside from the access control and disaster recovery risks you are taking by having all of your information in one place, how easy is it to enforce your retention schedules with paper files stored in a file cabinet? On Time Storage knows that holding onto hard copy documents past their useful life can expose your company to unnecessary liability, which is why we help our clients to maintain only the records that they need and to properly dispose of the rest through our secure document shredding services.
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On Time Storage fully trained, professional indexing team will help you accurately organize your documents. Our specialists will come to your office, or work independently, indexing records at one of our four record centers. Our Indexing Services include boxing, re-boxing, indexing, labeling and relocating documents and files.
Think about the time your staff devotes to organizing, updating and tracking your records, instead of the job you hired them to do. Could you use some assistance starting an indexing program, or perhaps completing an indexing project you’ve already begun? Even if some of your records are already indexed, or you’ve already selected a database. Avoid the distraction from your core business and let On Time Storage help – our professional indexers can update an existing database, on any platform, or get you started with our records management software.
Correctly indexed files will reduce the number of duplicate or non-critical documents, saving you the costs associated with unnecessarily storing them. Once your records are accurately indexed, our software will allow you to track and monitor their lifecycle 24/7, from your home or office.
On Time Storage can also help you classify your documents and determine how long to keep them according to corporate policy, legal requirements, tax ramifications or ISO standards. And to help you navigate the document retention jungle, we provide a free retention guide. The guide lists recommended timeframes for retaining and destroying various types of records across different industries.
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Scan-On-Demand is the ultimate in efficiency for clients who need to access paper files while in storage. Scan-On-Demand combines secure offsite records storage and professional document conversion to create a flexible and cost-effective records management solution for storing and digitizing your business records. Your sensitive information is stored, tracked and managed securely in our records center. When you request a document, we convert it to a searchable digital file with Optical Character Recognition (OCR) that is well above industry standards. We can then securely send you your confidential information as a TIFF or we can convert it to a protected, searchable PDF. We can send your needed file by encrypted email, transfer it using secure file transfer protocol (SFTP), or upload it to a cloud-based document application. Once you request a document, the electronic file is in your hands and ready for distribution with a few clicks of the mouse. Not only will you free up the physical space in your office that a box would occupy, but you can improve efficiency by saving the labor costs associated with coordinating pick-ups later. Not to mention the turnaround time you save the next time you need to refer to that information – you already have it at your finger tips.
Through the use of digital scanning and archiving technology, Augusta Data Storage can provide fast, easy, secure, and permanent access to your business documents. Digitizing records can help you:
While traditional document storage and retrieval services work for most of your data, sometimes only having paper documents or microfilm just doesn’t work. Pair our Imaging with Cloud Hosting and enjoy immediate access, from any computer, anywhere in the world.There are many reasons to image your documents or microfilm, whether you are trying to go paperless, you want to increase productivity, or you want a digital copy of the business critical information that your paper files contain. No matter your reason, On Time Storage can help. Our customized document conversion services will help to ensure that you will get your data in the format that works for you. We can provide you with electronic files that you can easily import into your existing content management system or we can help you create a document management system that works for you.
On Time Storage will prepare, scan, index, and host your business records, providing you with unprecedented convenience and immediate availability. All of your electronic documents will go through an optical character recognition (OCR) process so that you have full text capability within a document or across multiple documents. We maintain stringent quality controls on our document capture processes to ensure that we properly and accurately capture all of your critical data.
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Regulations such as the California Consumer Privacy Act (CCPA), HIPAA, Sarbanes Oxley (SOX), Gramm Leach Bliley (GLB), Payment Card Industry Data Security Standard (PCI DSS), & FACTA all have one common message – keeping paper documents past their useful life is a liability. It seems like every week we hear of a new data breach in the news, whether it is identity theft or a large-scale breach of confidentiality. Securely shredding sensitive documents with a professional shredding company is safe and easy. Signing up for an on call or recurring paper shredding account with On Time Storage will allow you to keep confidential information safe and secure.
On Time Storage provides locked bins and consoles to collect your sensitive documents. Whether you need to clean out a file room for a large purge or you have an ongoing need for document shredding services, we have a solution for you. Our uniformed and trained drivers will drop off our secure bins or consoles at your site. When the units are ready, we will pick them up and securely destroy the contents via a confidential, NAID-certified, paper shredding process. For both our scheduled and on call secure shredding service, we will provide you with a signed certificate of destruction for proper chain of custody documentation so that you can prove that you are complying with all applicable regulations. We offer both off site (plant based) shredding and on-site mobile shredding with our fleet of mobile shred trucks. With all of our document destruction processes, documents are shredded into pieces, comingled with other shredded paper, pulped, and recycled. This complete process makes it virtually impossible for your information to be reconstructed. For our scheduled service offering, all you need to do is choose a schedule, and a On Time Storage delivery representative will come to your site on your scheduled day to securely destroy your documents. With our scheduled paper shredding service, you can leave the worry about regulatory compliance to us and you can focus on your core business.
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