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Behind the Scenes of a Commercial Records Center

A professional records storage service saves you time and money and protects your vital business information from theft and disaster. But if you’ve never been inside a commercial records center, you may not realize how it works or the full value it offers. Join us as we take you behind the scenes of a commercial records center.

Click to Enlarge.

Click to Enlarge.

Security

A commercial records center is a highly-secure facility that keeps your most sensitive and confidential information secure with a three-point security system featuring the following:

  • Fences
  • Internal and external surveillance cameras
  • Security guards

The perimeter fencing of the campus features barbed wire and monitored access gates. Only screened and background-checked records management professionals have unlimited access to the records center.

Design and Layout

You can take an escorted tour of a commercial records center, only after showing your identification, being issued a security badge, and signing a non-disclosure agreement. Once inside, you’ll notice how clean and organized the facility is. It’s clear that documents aren’t just stored—they’re managed. Hundreds of thousands of custom records cartons are neatly stored in clean, straight rows on high-density shelving units stacked over two stories high. Separate areas within the facility contain document restoration systems and even on-site audit rooms that let clients view their records in privacy and comfort.

Technology

Specialized technology is needed to manage so many boxes of documents. A commercial records center features a state-of-the-art barcode system that enables any document to be retrieved and delivered in as little as an hour. Records center clients can use a secure online database to view and manage their offsite inventory and request the documents they need anytime day or night, seven days a week.

When a record is requested, a records management professional with a portable, handheld scanner scans the barcode on the carton and retrieves it from its record center location. Once the barcode is scanned, the retrieval is logged in the computer system. Then the item is placed on a GPS-tracked vehicle for delivery.

Clients can also choose to have their stored documents scanned upon request and delivered digitally with a Scan on Demand service.

Disaster Protection

A commercial records center is designed to offer ultimate protection for documents against fires, earthquakes, floods and natural disasters. The building itself is designed for structural integrity to withstand extreme weather conditions. Comprehensive fire suppression systems protect the endless rows of documents from fire and smoke. In-rack sprinklers provide rapid fire suppression in document storage areas, so even hard-to-reach areas are safeguarded.

Staff

Beyond the facility, security systems and technology, a commercial record center must be staffed by regularly background-screened, continuously trained records management professionals. All records center employees are required to wear uniforms and identification badges and follow documented chain of custody procedures that ensure client privacy protection.

Now that you’ve had an inside look at a commercial records center, use the features and criteria described here to get the most value from a records storage service.

Richards & Richards provides records management services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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