How Do We Track Our Records At Your Warehouse?
You have several options. If you keep your own database it can be as simple as tracking by our bar-code number. If you prefer to keep your box information on our system you can have access over the web. This is provided at no cost and allows users in your company to sort, add, request and review reports. It also allows you to view past invoices and run reports on projected destruction quantities. It can be as simple or complete as you wish.

Can I come and look at my records when I want?
Yes and No. For security purposes, we do not allow non Datastore personnel access to our data warehouses. However we do have a private viewing room for your use. This allows you to ask for specific boxes in case you need to review them on site.

Can You Tell Us How Long We Need To Keep Records?
Record retention requirements are affected by many regulations that change by category of record, State law, federal regulation and even area of practice. We can and do recommend sources within ARMA, and PRISM that can help you establish “best practices” within your business, but we do not specifically recommend retention schedules by record category.

Can We Use Your Web Access To Read Our Records?
Actually our web access is used to manage your boxes of documents. It can be used to sort by date, description, and to produce a wide variety of management reports. It is not designed to allow you to read individual pages from your boxed records. When documents are imaged or digitized they can then be viewed on screen, off a CD, DVD, or from a server. We do offer a full service imaging department when that option makes the most business sense.

How Much Does Professional Records Management Cost?
Actually most of our customers are surprised how reasonable it is. In most cases it compares favorably to outside self storage facilities and is far more secure and allows much easier access.

How Do We Order Records Back To Our Office?
You have as good or better access to your records when we transfer them to our record center. You can order boxes or files back using the Internet, telephone to local customer service, or by facsimile. You can even order additional boxes, supplies, or pick ups under the same formats.

Can you help us institute a true Record Management program?
Yes, compliance and consistency are the driving goals in a successful program. Our software (Total Recall) can track your company directives with regards to what is kept and for how long. Proper workflow is utilized in order to track, schedule, destroy, and document proper retention methodologies based on company specific policy. Organizations can significantly reduce their liability risk by following a sound retention program, and Total Recall provides the resources to effectively manage this process.

When does it make sense to image documents vs store them?
Datastore is one of the few record management companies who has their own in house imaging department. In addition we have imaging professionals who can help you make these decisions. It is usually based on a number of factors that include frequency of access, number of people requiring access and length of long term storage. Datastore’s professional team will work with your company to do a cost/benefit analysis.