DocuStore

Business Records Management & Storage Services

  

 

 
 

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Frequently Asked Questions

Questions and answers to augment your decision to use professional data management. (Click on the question to see the answer). For answers to your specific questions our management at: kenimhof@docustore2.com.

  1. Why should we turn our records over to a professional manager?
  2. What is your pricing structure, and how is it applied?
  3. What makes your company stand out from the other professional service companies?
  4. Why do we need off-site protection for our media?
  5. How quickly can I get information delivered to our facility when it is needed?
  6. What kind of security do you have inside your facilities? Outside your facilities? In your pickup and delivery vehicles?
  7. How do I know I will get quality service?
  8. Will we lose control of our paper records and media?
  9. How will you know where my records are in your facility?
  10. How do we get started in setting up a professional records program?
  11. Why is your media vault superior to a standard fire protection vault?
  12. Do you have any kind of back up system to insure protection for my data in case there is a failure in your vault?
  13. Will our records be kept together in one contiguous area?
  14. Does Millennium stay current with technological advances in the information service field?
  15. How much space can we have
  16. Can we use our own boxes for storage
  17. Do you have pickup and delivery service
  18. How do I prepare boxes to go off-site?
  19. How fast can we get our records and will you retrieve them for us?
  20. Do we get a computer listing of our records and do you barcode?
  21. Do you destroy records, and can you provide a listing of what has been destroyed?
  22. What is the cost and does the size of the storage carton make a difference?
  23. What do I need to do to get started?

1. Why should we turn our records over to a professional manager?

Some key factors: Frees up high cost space, out sourcing allows companies to focus on what they do best, provides off site backup, higher level of security.

2. What is your pricing structure, and how is it applied?

Pricing is based on cubic foot displacement per box.  Service pricing is based on usage.

3. What makes your company stand out from the other professional service companies?

We design our service to meet our customers' needs and insure satisfaction. We are confident our services will meet your requirements.

4. Why do we need off-site protection for our media?

All vital electronic data should be backed up in case of catastrophe.

5. How quickly can I get information delivered to our facility when it is needed?

We are on call 24 hours a day, seven days a week. On an emergency basis, we can get your data to you within four hours.

6. What kind of security do you have inside your facilities? Outside your facilities? In your pickup and delivery vehicles?

Our facilities are alarmed, have sprinklers, and security monitors. Our buildings sit back from the street and are unmarked. Our vehicles are alarmed, and we have a "truck trap" in our warehouses to ensure secure data transfers.

7. How do I know I will get quality service?

We will assign your company a customer service person to handle your account. This individuals primary responsibility is to make sure you get quality service. Our customer services people are accessible and committed. We also guarantee our service.

8. Will we lose control of our paper records and media?

No. If you chose to have DocuStore maintain control of your records in our records database, we will update you continually on the status of your inventory. You chose the level of detail you require--box, file, tape, etc. If you chose to control your records database through your own PC, you have all the information at your finger tips, of course we also have the information backed-up in our central system.

   

 

9. How will you know where my records are in your facility?

We will provide you with an inventory for all your information designating aisle, shelf, and row where your information is located.

10. How do we get started in setting up a professional records program?

Retention schedules are determined by each client individually.   so you will know which records or data to keep and when it should be destroyed. .

11. Why is your media vault superior to a standard fire protection vault?

Most media vaults are designed on the basis that the possibility of fire is remote. Our vault is designed to protect your media in the event a fire does occur.

12. Do you have any kind of back up system to insure protection for my data in case there is a failure in your vault?

Our vault is designed to prevent a failure. We are a back up for your media. We designed our vault with an insulated core, climate control system and fire suppression system to ensure it does not fail.

13. Will our records be kept together in one contiguous area?

No. For efficiency purposes we put your data in the first available empty space. Our bar code inventory system insures that your information is specifically located. This also provides you with an additional level of security as your data is not stored in one area exclusively.

14. Does DocuStore stay current with technological advances in the information service field?

Yes. Our records software is the best in the industry and is continually updated to maintain that position. Our vault is on the cutting edge of technology and is modular in construction to easily accommodate changes in design. Our Scan on Demand, document imaging, and disaster recovery services are periodically reviewed to incorporate new ideas.

15. How much space can we have?

DocuStore can provide all the storage space that you require and much more. 

16. Can we use our own boxes for storage?

Yes, as long as they are boxes designed for records storage.

17. Do you have pickup and delivery service?

DocuStore is a full service records center that can accommodate all of your pickup/delivery requirements. In addition, we guarantee a two-hour response time for emergency deliveries.

18. How do I prepare boxes to go off-site?

 Need explanation.

19. How fast can we get our records and will you retrieve them for us?

Same day delivery service is available for items requested before 1:00 p.m. for an additional charge. Requests made after 1:00 p.m. will be delivered the of the next business day. In addition, we can set specific dates for your delivery schedule, i.e. weekly, monthly or quarterly. DocuStore also offers ASAP delivery. (within 4 hours of request)

20. Do we get a computer listing of our records and do you barcode?

You can request an inventory printout when you send new boxes. In addition, we can provide you with a listing of your complete inventory on a diskette or in hard copy form. If you have connectivity to DocuStore via your computer you can access your inventory via our web-site. In addition, all boxes are bar-coded for ease in identification and retrieval.

21. Do you destroy records, and can you provide a listing of what has been destroyed?

We send destruction notices on completion and require our clients to sign off on a Destruction Authorization Form prior to any records being destroyed. Once the records are destroyed DocuStore certifies the destruction, signs the Destruction Authorization Form and the original is returned to the client for their records.

22. What is the cost and does the size of the storage carton make a difference?

Please see your pricing schedule for all storage and service rates and yes, the size of the storage carton does make a difference.

23. What do I need to do to get started?

Simply e-mail our staff manager at pamhypnar@docustore2.com or contact us directly at(313) 834-2900

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