1. Will my essential data be secure?
Security is a major issue in the field of Records & Information Management. The age of Information Technology has led to rapid increases in crimes such as identity theft. To many, personal / otherwise confidential information has become a sought after commodity.
When it comes to a Records Management Provider, you want to be sure the company you choose has tried and true security measures that will protect your vital information at all stages of its life cycle once it leaves your building. That means, your confidential information is secure from loading, to transport, to the facility, and at all internal stages after that.
Some important security factors to consider:
Does your records management provider have 24 hour security system with live video monitoring inside and outside the premises?
How do they control access to the facility?
Is their loading area secure?
How do they authorize access to your records and essential data?
Are their staff background checked?
What sort of continuous auditing and monitoring systems are in place to maintain ongoing security and your peace of mind?
An excellent provider should have a 100% foolproof security system with 24-hr monitoring, along with proven internal authorization and other security measures to protect your critical information from prying eyes, unauthorized access, natural disasters, and other environmental hazards.
Make sure you're in the know about how your Records Management Company is protecting your future. There's nothing like the serenity that comes from knowing your critical business data is secure.
Place it in hands you can trust.
2. Are you a “cradle to grave” provider?
A "Cradle to Grave" Records Management Provider offers services capable of managing the complete Document Lifecycle of a record, from its retention to its destruction. These services include, but are not limited to, records storage, document conversion, data hosting, disaster recovery, data protection, and secure, certified destruction.
Numerous benefits come from choosing a provider who can manage the complete Document Lifecycle of a record once it leaves your building, including:
From storage, to conversion, to destruction, your information is managed in one location, reducing the risk involved in transport of sensitive information.
No need to hassle with multiple providers. Everything you need to manage your company's sensitive records comes from one, trusted partner.
Streamline inefficient paper processes with electronic solutions. Improve operational efficiency.
A Bigger Bottom Line
A versatile provider means scalable solutions, consolidated processes, less time, and a better return on investment. All this adds up to a bigger bottom line for you.
If your business hasn't ventured into the expanding field of digital information management, chances are it will, or will need to, soon. Choosing an RIM provider with a comprehensive offering of both paper and electronic document management services ensures you're poised for future growth and expansion.
DataSavers specializes in designing powerful RIM solutions that effectively manage the Information Lifecycle of business records for a diverse array of industries. Learn more about our Integrated "Cradle to Grave" RIM Services here.
3. How much experience do you have?
Let's face it: Experience counts.
When it comes to records management, you're dealing with the lifeblood of your business and its continuity. Would you really want to entrust that responsibility to a provider who's "wet behind the ears," so to speak?
Experienced Records Management companies have had to face the challenges inherent to the industry, developing efficient, workable solutions to meet client needs. This means creating tried and true internal processes that vet workflow inefficiencies, cater to established demands, and secure the highest levels of service quality, product integrity, and overall customer satisfaction.
When choosing a Records Management Provider, ask how long they have been in business and what kind of experience they have. Look for a company that has a reliable track record and has served clients in the same industry as yours. Ask for recommendations.
An experienced RIM provider can design solutions that significantly increase the operational efficiency of your business, weeding out practices that drain your staff, waste office space and potentially even infringe upon the law. Be sure to choose a RIM partner you can truly trust.
4. What are your hidden fees?
In the field of Records Management, not all quotes are created equal.
Be sure to ask Records Management Providers about potential hidden fees in your contract, like the following:
Upfront charges for becoming a customer, above and beyond typical charges for services performed.
Permanent Removal Fees
Permanent retrieval fees, early termination fees, and other hidden costs for withdrawing records from storage completely or withdrawing your business from a records management company to switch to another provider.
These costs can often be so high, you're essentially locked into using said provider, whether you're happy with their service or not. Hence, why these fees are also known as "hostage fees"... a less subtle way to put what this actually is: holding you against your will. Not good.
Hidden Transportation Costs
Separate fees for delivery and pick up of items, regardless of whether or not the scheduled pick up and delivery times coincide. This results in double the transportation costs.
Hidden fees increase your costs, so make sure you ask these questions up front. Your business should be valued and respected by your RIM Provider, with an upfront summary of all expected charges so you can budget effectively. Don't get slammed with the fine print.
At DataSavers, we value your business and are confident that you will value ours. We never hold our customers ransom, and there is no administration fee for becoming our customer. We charge you for services performed only, and we strive to make this as cost-effective as possible. If we are delivering records at the same time you place a request for pick up, you are charged only once. Reasonable, right? We think so too.
5. Will I get anytime access to my records?
Find out ahead of time how accessible your vital information will be to your company should you need a record or document immediately, after hours, on the weekends, or on major holidays.
What are the prescribed methods for retrieving records on an as-needed basis? Are there online processes and procedures for you to use? Will you be able to speak with a customer service representative if needed?
Limits to the accessibility of your critical data in times of need could waste expendable resources and complicate your response to a wide variety of business and legal situation which may arise. Having anytime access to your records and the ability to speak with a live customer service representative regarding your account could be vital.
DataSaver's DocTracker System provides anytime access to your records 24/7/365 with the latest online processes and procedures. Our office is staffed with live customer service personnel, so you never waste time punching numbers into an automated system. We offer emergency retrieval services anytime, any day of the year. Call us for further information: 1-800-884-9538.