Records Storage and Management FAQs

Here we share the answers to our clients’ most frequently asked questions about records storage and management. If you have a question we haven’t answered here, or if you would like more information, please complete the form on this page or call us at 615-242-9600. We’re always ready to help!

Q: How are barcode labels supplied?

A: You can request barcode labels from our customer service specialists. They contain unique identifying information to your account, so first we prepare them and then we can either mail or deliver them to you.

Q: Do barcodes expire?

A: Your barcode labels never expire. They offer pinpoint tracking of your documents for the duration of their retention lifecycle.

Q: Where should barcodes be placed on my records storage boxes?

A: Each barcode should be affixed on the end of the box, on the same side as the handle, in the bottom right corner. This ensures that it can always be seen and scanned, even when your boxes are stacked in storage.

Q: How does the barcode label correspond with the contents of the records storage box?

A: When the contents are inventoried and entered by us into the system—or by you into RRWeb—they are linked to the barcode label on that box. At any point, you can provide the barcode number to us and request file retrieval. The barcode number tells us where your box is so we can retrieve and deliver it to you quickly.

It’s important to note that, for security reasons, your records are stored anonymously, only identified by barcode. As an added security measure, they are also dispersed throughout our records center rather than being shelved all together in one area. This makes it impossible to distinguish your company’s records from those of other companies.

Q: How much do empty records storage boxes cost?

A: Our records storage cartons are priced as follows:

  • 1.0 cubic foot box (10” x 12” x 15”): $3.00
  • 2.0 cubic foot box (10 ”x 12” x 24”): $9.00
  • 2.5 cubic foot box (10” x 15” x 24”): $10.20

Q: Do you sell boxes by the bundle, and if so, how many records storage boxes are in each bundle?

A: Yes, we do sell boxes by the bundle. There are fifteen 1.0 cubic foot boxes in a bundle. However, if you only need a few, you do not need to order bundles. Boxes can be ordered individually. Pricing is listed above.

Q: How many records storage boxes can I order?

A: We will bring you as many boxes as you need.

Q: When will I receive the records storage boxes I order? Can I get my records storage boxes in the morning or in the late afternoon?

A: Within our standard delivery area, boxes ordered before 11 a.m. are delivered that afternoon. Boxes ordered after 11 a.m. are delivered the next business day. If you need your boxes delivered at a specific time or faster, just ask – that is a premium service we offer! We are happy to make delivery exactly when you need your boxes.

Q: How do I request that specific boxes from storage be destroyed?

A: Send us a list of barcodes for the boxes you would like destroyed and request that they be shredded. To be sure that we don’t destroy anything in error, we will ask you for a signature on our shredding workorder, which shows which boxes are scheduled for destruction. Once we receive the signed workorder from you, we will securely shred your documents beyond recognition. They will then be pulped and recycled into new paper products.

Q: May I have a list of documents in storage with Richards & Richards?

A: For instant access to your records inventory, you can access your storage information through our RRWeb online portal. If you need a special or customized report regularly, we will create a PDF report you can view on RRWeb.

If you prefer paper reports, we provide you with a free records inventory report each year, and you can request additional reports at any time for a small fee.

We’re happy to answer any questions you have, or provide you with more information. To contact us, please complete the form on this page or call us at 615-242-9600.