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5 Questions to Ask your Records Information Management (RIM) Provider

From professional services firms to doctor’s offices, hospitals, and even private companies, the role that information plays in day-to-day operations is undeniable. For many businesses and organizations managing and maintain proprietary and personally identifiable information are regular practice, but practice doesn’t always make perfect.

For many managers, finding the time to devote to building comprehensive records information management programs isn’t always top-of-mind. For that reason, many professionals turn to third-party vendors like Augusta Data Storage to help manage and maintain control over their records.

If you are looking to outsource your RIM processes, here are five questions to ask as you are vetting potential service providers.

WHAT TYPE OF ACCESS DO I HAVE TO RECORDS YOU MANAGE ON MY BEHALF?

It’s essential to know how available your records are. When someone is storing your documents off-site, it’s important to be familiar with the process and timeframes for accessing the information in those facilities.

At Augusta Data Storage, we offer 24/7 access to your stored records, 365 days a year. Our facilities use an online inventory tracking system which allows our customers the ability to check the status of their files in storage and request delivery or re-filing of records, at their convenience.

WHAT VALUE-ADDED SERVICES DO YOU PROVIDE FOR RECORDS STORAGE?

In addition to knowing the accessibility of your records, you also want to know your options. When searching for a service partner, make sure that the services they offer align with the way your organization requires information to be handled and delivered.

Augusta Data Storage offers a variety of delivery methods for our customers, including courier service, customer pick-up options, secure scan-on-demand delivery and more.

WHAT SECURITY MEASURES ARE IN PLACE TO PROTECT RECORDS?

If you are storing proprietary and personally identifiable information, the security of those records is of the utmost importance. Be sure to ask potential partners what steps they are taking to maintain security, not only for your hard-copy files but for any digital assets they manage as well.

Security is a vital part of our operation. As a part of our NAID-AAA certification for secure destruction, we have implemented a variety of security features throughout our warehouses included closed circuit monitoring and restricted entry facility access. In addition, our employees are all background screened and trained on the importance of security and confidentiality as it pertains to our customers and their records.

WHAT STEPS DO YOU TAKE TO PROTECT THE ASSETS WE STORE IN YOUR FACILITY?

The records and information your business needs to store is a valuable asset. It’s important to know what precautions your vendors are taking to protect that information from a variety of risk factors.

In addition to security measures, our facilities feature a variety of safety measures to help protect your records from various environmental risks.

WHAT DESTRUCTION OR ELIMINATION SERVICES DO YOU OFFER?

Any comprehensive RIM program should include information about how to manage your end-of-life records, both paper and electronic. Be sure to inquire about the options your service providers have to ensure that your documents are secure through the end of their useful life.

Augusta Data Storage offers secure, plant-based and mobile shredding services for documents and electronic waste. Our processes are NAID-AAA Certified and allow us to provide an easy solution for customers who are ready to purge outdated records from our storage facilities.

AUGUSTA DATA STORAGE IS YOUR AUGUSTA AREA RIM SPECIALIST

At Augusta Data Storage, we strive to offer an all-in-one records information management solution for our customers. From cataloging and inventorying your records as they arrive at our facility for storage, maintenance, 24/7 access, and purge destruction services – our team and our facilities can the handle the various needs of your organization.

If you are searching for a records information management partner in the CSRA and beyond, Augusta Data Storage has over 25 years of experience serving some of our areas most respected businesses and health care facilities, and we’re here to help you! Contact us today to learn more about how we can help you build RIM solutions as unique as the business you’re managing.

Published by Kristin Stokes
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