A Records Management One-Stop-Shop

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With all of the important data businesses manage every single day, it should come as no surprise that information security is a common priority. Whether your company deals with patient information, payment processing, employment records, or other regulated data, developing an information strategy capable of protecting the confidential information of your patients and clients on all fronts is vital. With our one-stop shop capabilities, Augusta Data Storage can help you manage all facets of your information process to ensure your business always maintains industry best practices. Whatever you require, our setup is designed to help protect your active and archived information through records management, media storage, secure shredding, document imaging, specialized destruction services, and more.

Records Management

Augusta Data Storage has been providing secure, comprehensive records management services to businesses and healthcare professionals across the CSRA for over 25 years. This experience allows us to offer the newest, safest, and most efficient records management processes, so that your office can focus on the tasks at hand, while maintaining convenient and immediate access to your records. 

Storage

If your business continues to use paper records, but is constantly running out of storage space, off-site storage is the perfect way to clean up your office space, while keeping those records safe, organized, and readily accessible. 

Our facilities boast over 160,000 square feet of storage space with advanced security systems and inventory and maintenance tracking. When in our care, your records will stay under constant surveillance, as entrance to our facilities is restricted to prevent unauthorized access. To further protect your records from environmental hazards, our facilities also offer advanced fire, smoke, and hazard warning systems. 

Specialized Facilities

Additionally, our facilities offer special storage conditions, such as a climate-controlled media vault and specialized records storage solutions. For media that needs to remain protected from both heat and humidity, such as computer media and microfilm, our climate-controlled vault has been carefully constructed to safely house these sensitive records, and temperature and humidity levels inside the vault are monitored 24/7. 

In 2017, Augusta Data Storage opened 26,000 square feet of National Archives and Records Administration (NARA) compliant storage space. This new facility meets all structural, environmental, property, and life-safety standards for federal records storage, including things like:

  • Early Suppression Fast Response (ESFR) fire suppression system 
  • Monitored, restricted entry access
  • 16 internal/external cameras to monitor activity 
  • Location above a 100-year floodplain 
  • Building structure and racking designed/approved by a structural engineer 
  • Fire safety systems designed/approved by a fire safety engineer 

With each of these convenient and reliable media storage solutions, we strive to create secure records management solutions for our clients. As well, with storage technology always advancing, we promise to continuously adapt our processes to meet the growing needs of our customers.

O’Neil Client Portal

At Augusta Data Storage, we pride ourselves on providing reliable customer service. Through our O’Neil client portal, our customers have access to secure, industry leading inventory monitoring software. This tool streamlines the records management process by allowing customers to instantly access and manage their records at any time from any location simply by using a computer with internet access. In order to provide a record management system that’s adaptable to their needs, this software enables clients to:

  • Check the status of records moving in and out of storage
  • Make requests
  • Review records retention schedules
  • Review status information
  • Request file retrievals or refiling
  • Review and change selected retention dates
  • Monitor upcoming records purges
  • Confirm secure destruction of items
  • Access Certificates of Destruction for purged documents

Read more about ways you can take advantage of our client portal here

Retrieval Options

When it comes to helping your business store and manage a wide array of important records, Augusta Data Storage knows how necessary it is to have access to your information at a moment’s notice. Whatever you need and whenever you need it, there are a variety of retrieval options to choose from, such as: 

  • Regular rotations
  • Customer pick-up
  • Courier services
  • Same day retrieval
  • On-call courier available nights, weekends, and holidays
  • Emergency rush and fax services
  • Scan-on-demand delivery services

Together, these options ensure you have access to your records 24 hours a day, 365 days a year. However, to maintain your security, only those listed on your company’s access e-forms may request delivery of information. Requests for records can be made by contacting our team by telephone, fax, or email, or by logging onto our online inventory monitoring software, O’Neil.

Document Shredding

For industries like banking, law firms, hospitals, government agencies, and more, having a reliable, efficient process for the destruction of confidential records is vital for protecting company and client information. At Augusta Data Storage, our NAID-AAA Certification promises that Augusta Data Storage meets the specific procedural and security requirements for information destruction services, which are checked annually through a series of scheduled and unannounced audits. 

Our Process

Shredding is known to be the most secure data destruction process to date, as it leaves your documents totally incapable of restoration. Once your documents are shredded, the remains are then mixed with those of documents from other companies to ensure the impossibility of their retrieval. Finally, the leftover paper pulp is recycled, ensuring minimal environmental impact. 

Augusta Data Storage’s state-of-the-art shredding technology allows us to offer both on-site and plant-based shredding services, meaning your document destruction needs can be handled at our facility or your place of business, using our secure mobile shredding unit. In order to work flexibly with the individual needs of your business, we also offer a variety of scheduled shredding services, drop-off shredding services, and bulk purge shredding services for larger, one-time jobs.

On-Site Shredding

While many businesses feel anxious about allowing a third party service to handle their confidential documents, our mobile shredding unit means your records never have to leave your sight, as all shredding will occur on company property. Businesses who choose this option will benefit from:

  • A secure chain of custody
  • Both scheduled shredding and bulk shredding service options
  • Convenient location
  • The ability to add on any last minute documents 
  • The opportunity to watch the destruction process as it happens from beginning to end

Plant-Based Shredding

For businesses that prefer plant-based shredding services, our Augusta-based document shredding facility is equipped with the industry’s best shredding technology and able to shred over 10,000 lbs of documents per hour, ensuring that even bulk destruction jobs are handled quickly and efficiently. Similarly to our on-site destruction services, our plant-based shredding service offers clients:

  • Restricted access and constant surveillance
  • Both scheduled shredding and bulk shredding services
  • The ability to witness the entire shredding process

Scheduled Shredding

Offices requiring regular document destruction can take advantage of our pre-scheduled, routine shredding services. Choose between weekly, bi-weekly, monthly, bi-monthly, and quarterly visits, and Augusta Data Storage will provide your office with lockable collection bins to be collected on the day of your service. This option also includes:

  • Choice of on-site or plant-based shredding services
  • Additional peace of mind, as shredding dates are pre-scheduled
  • Flexible timelines built around your business’s needs

Bulk Purge Shredding

For businesses looking to relocate, clean out on-site storage areas, or even close, Augusta Data Storage offers irregular or one-time shredding jobs referred to as records purges. With just a single scheduled visit, this service can reduce your business’s storage costs and any risk of a security breach. 

Drop-Off Shredding

Drop-off shredding services are a convenient solution for local residents, home offices, small businesses, and businesses that prefer to transport their records themselves. The small batches of records this service can process are handled just as carefully and efficiently as those scheduled in advance, while requiring only a simple drop-off. 

Regardless of the volume of records for destruction, Augusta Data Storage promises quick, secure, and convenient document destruction, so that all of your records are destroyed well beyond recovery. With any of our completed media destruction services, Augusta Data Storage provides a Certificate of Destruction, detailing the process. Each destruction service also includes:

  • Pickup of material from your facility or office
  • Recycling of all shredded material
  • Certified weight ticket and list of material destroyed
  • Destruction witnessing

Media Storage

With the ever-present risk of an attack on your company’s servers, paper records aren’t the only records in need of a safe storage solution. In fact, experts recommend protecting your records from both physical and technological threats by storing your media in a secure, offline, and off-site location, able to be retrieved in the event of any disaster. At Augusta Data Storage, our climate-controlled media vault and secure facility offers the perfect secure location for storing your information.

For the safekeeping of your media, our on-site vault provides 24/7 climate control, hazard protection, around the clock surveillance, alarm systems, and restricted access. Constant monitoring of the vacuum-sealed room ensures that the temperature remains set at 68 degrees Fahrenheit with a humidity level of 50%, so that your climate-sensitive materials and devices are never at risk, while the Halon 1301 suppression system provides protection from a variety of threats. In the case of a power outage at our facility, a backup generator is on-site to make sure essential equipment continues to function. 

Our media storage vault offers a secure, off-site storage solution for your media backups and climate-sensitive archives to help provide an additional barrier of protection from digital and environmental hazards.

Document Imaging

Digital records can often be much more convenient and efficient than maintaining drawers full of paper documents. For businesses looking to cut back on paper records, digital document conversion is a simple solution.

Whether you’re a healthcare provider looking to make the move to electronic medical records or a business looking to more effectively manage records, Augusta Data Storage offers convenient digital scanning and archiving technology for any project size, all while keeping your confidential information safe and accessible in the process. 

Our bulk file conversion solutions enable your business to quickly convert a backlog of records to digital files, which can then be archived online in a way that best fits your work situation and database size. With the help of the Augusta Data Storage team, daunting file conversion is made simple, as we handle:

  • Document pickup and delivery
  • File organization and prep
  • Document scanning
  • File indexing
  • Optical character recognition (OCR)
  • Image database management
  • Documents archived on hard drive or other media backup devices
  • Storage for your original paper records
  • Climate-controlled storage for backups of your electronic media
  • Purge destruction of original paper documents

Media Destruction

Just as with paper, secure shredding of electronic media is the safest way to destroy data on end-of-life electronics. That’s why proper media destruction requires having a NAID-AAA Certified company like Augusta Data Storage securely and permanently dispose of your media, according to industry guidelines and best practices. For further peace of mind, Augusta Data Storage also provides a Certificate of Destruction as proof of the completed destruction process. With our specialized media destruction services, Augusta Data Storage can safely and permanently dispose of:

  • Hard drives
  • Solid state drives
  • LTO tapes
  • Cell phones and tablets
  • USB drives
  • CDs and DVDs
  • And more

E-cycling

With the continuous advancement of technology, landfills are becoming overrun with outdated models of cell phones, laptops, and more. As of 2016, The New York Times reported that the buildup of electronic waste had reached 6.9 million tons as of 2016 in the US alone. Our e-cycling services ensure your electronic waste is processed and recycled after memory components are removed and destroyed. Augusta Data Storage is able to offer an environmentally safe, zero-landfill destruction process for items like:

  • Hard drives
  • Server drives
  • Tablets
  • Mobile devices
  • Laptops

Augusta Data Storage truly is a one-stop shop for your company’s information management needs. Whatever media you deal with, whatever amount of paperwork you have building up, whatever level of security your data requires, Augusta Data Storage can help. 

After more than 25 years of providing records management solutions, we can confidently promise convenient technology, diligent customer service, industry best practices, and the absolute safety of your records. Contact one of our account managers today to learn more about the tools we have developed to help you manage your Records Information Management processes. 

Updated: October, 2019