When the records go into storage, our customers still need the peace-of-mind that they will be able to access these records at the drop of a hat, which is why our team offers a 24/7/365 record retrieval service. But, when you store as many records as we do, you have to have a streamlined process to keep it all organized, and easy to access.

Here is a look at how our process unfolds at Augusta Data Storage.

FILE STORAGE:

When we receive new records to store in our warehouse, they are computer indexed using barcode tracking, so they can be easily located, if necessary. They are then stored in our restricted access warehouse facility.

FILE REQUESTS:

We offer 24/7 retrieval access to the records stored in our facilities. When our clients need access to their records, they submit a request via RS Web with the pertinent file information and our warehouse personnel are notified of the request.

FILE RETRIEVAL:

Once the request is received, our warehouse personnel will look up the records or boxes and be able to pinpoint their location in our warehouse using our barcode tracking system. Once the files are pulled, they are checked out for delivery.

FILE DELIVERY:

After the files are checked out, we prep them for deliver. An on-call member of our team is available for file delivery service on nights, weekends, and holidays.

In addition to hardcopy delivery, we can all deliver files via email and fax, at your request.

Our Record Retrieval services include: box retrieval, file retrieval, document retrieval, desktop delivery, fax delivery, telephone delivery, e-mail delivery, and RSWeb internet access for file requests and updates.

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FACILITY CONSTRUCTION:
94.1 Tons of Steel were used to construct our new facility, with the heaviest structural frame weighing in at 10,957lbs.

Because of the weight of the steel, a reinforced concrete pad was poured as a part of our building’s foundation. This pad used over 640 cubic yards of concrete and 5,550 lbs. of rebar to help reinforce the slab.

INTERIOR SPACES:

Inside the building you will find a conference room and large training room, 5 office spaces, and work stations for an additional 12 employees.

Through the office area, you can access our NARA compliant warehouse – a space outfitted with 270 Uprights composed of 3,900+ beams. This new facility has space for 154,000 of our standard 1.2 cu ft. record storage boxes.

SAFETY & SECURITY FEATURES:

In order to maintain our NARA compliance, our facility has to meet an extensive list of requirements. Some of the highlights include:

• A fire suppression system comprised of 270 ESFR (Early Suppression Fast Response) Sprinkler Heads.
• Monitored restricted entry access to all of our storage and shredding facilities
• 16 internal/external cameras to monitor activity in and around the facility.
• Location above a 100 year flood plain
• Building structure and racking designed and approved by a structural engineer
• Fire Safety systems designed and approved by a fire safety engineer

ENERGY SAVING FEATURES:

To help lower the energy use of our building, we made several upgrades throughout the construction process, including adding higher rated insulation in the warehouse spaces, and installing motion sensor lights to prevent unnecessary energy use when no one is working inside the warehouse facility.

The post A Look Inside our NARA Compliant Records Storage Facility appeared first on Augusta Data Storage.

How do my files get into a records storage facility?

The first step in the process is to have a “needs analysis” done for your records. In this analysis, an account manager from a records management company will discuss items with you such as the volume of boxes to be stored, the accessibility of those boxes, and the length of time your records will be stored, or their “shelf life.”

Next, an inventory list will be generated by either you or the records management company. This list is vital in the migration of your records because it serves as the checklist for the couriers who will be moving your boxes to the storage facility.  Boxes will also need to be inspected for physical condition to make sure that they are durable enough for long-term storage.

Once the records storage company moves your boxes to their facility, the boxes will then be assigned a shelf space and inventoried into the system which provides historical tracking of box activity related to retrievals and refiles. Many companies also provide services for your storage needs such as comprehensive indexing of the individual files in each box, interfiling of additional files in the boxes, and online access for you to see your up to date inventory at the facility.

What happens if I need my files once they are in a records storage facility?

Accessing your records is as simple as a phone call or email. Password enabled access for certain people in your business helps the records facility mange this process. Upon successfully requesting your records, a courier from the storage facility will either bring your records to you or you can pick them up in person. When the boxes are ready to return to the facility, the process is reversed. You call or email, the courier picks them up, the files are checked back in, and then refiled.

When your records & boxes reach the end of their predetermined shelf life, you will be notified and asked what you would like to do next. Many times, a customer will ask that the records storage facility perform a destruction process for the boxes of records. Other times the customer may decide to extend the shelf life of the boxes. Either way, your records storage provider will keep you up to date and fulfill your request.

Augusta Data Storage is the leader in Records Management services in the Augusta area. For over 25 years we have been providing our customers with secure storage and 24/7 retrieval access for their records. As the needs of our customers have grown, so has the scope of our business. We now offer secure vaulting for digital assets and secure destruction services for paper and electronic waste. If you’re looking for a partner to help manage your company’s records and file storage, look no further than our local team of experts!

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