Frequently Asked Questions
Why should I store my records off site?
Storing your records off site has a number of advantages:
- Security. Our facilities are equipped with the latest fire suppression and counter intrusion security systems, such as palm readers and video surveillance. Security screened, highly trained employees wear photo ID badges. Strict in-transit procedures ensure safe transfer of records between locations.
- Flexibility. You select the level of service and set the access criteria. Image-on-demand email and fax transmission provides prompt service, around the clock. We can also create customized reports to suit your needs.
- Secure chain of custody. Proven technologies ensure optimum security, flawless tracking, and a seamless flow of information. Our online records management system and wireless scanners and printers offer secure, real-time inventory information and control.
- Custom solutions. We offer packing, repacking, indexing, cataloguing, auditing, purging and database conversion to help you manage your records.
What custom solutions exist to help us keep control of our records?
Absolutely. We understand that the needs of every industry and organization are unique, and we adapt our services to meet your specific requirements. We will assess your current storage practices, and work with you on a program that will keep you in control of your business information. Our custom services include:
- Packing & repacking
- Indexing & cataloguing
- Auditing
- Purging
- File shuffling
- Scanning/duplication
- Database conversion
- In-house file room management
How can Securit help us coordinate our records move?
We will index and barcode everything, then pack and move your files to the right office, filing cabinet or desk. Trust your office furniture to regular movers, but when if comes to the security of your business information, call on the experts. Strict in-transit security procedures ensure safe transfer of records between locations.
Do you provide 24-hour security?
All Securit facilities protect your data from intruders with 24-hour monitored video surveillance and biometric security access.
Do you use barcode technology to keep track of our data?
Securit uses state-of-the art barcode technology that allows you to track your records in real time. You’ll always know exactly what you have in inventory and where it’s located, and you will have a full electronic audit of your information.
Do you have online records management access?
Yes. Accessing and managing your files can on be done via a secure, password-protected online connection. By being able to manage your records online, you don’t have to worry about wasting time on phone-calls, emails, faxes and rewriting numbers. The secure system creates a full audit trail so you’ll know precisely what has been requested by who, what, when and where.
How are our records protected against fire?
Enhanced fire-suppression systems protect your data 24/7. Our grid system ensures that we can attend to any emergency immediately – protecting records from heat and smoke. Isolated sprinkler-head systems ensure that only the required area is affected in the event of a fire emergency.
Is there racking designed for records storage?
Securit has racking specially designed for maximum protection and efficiency.
Do you have backup power?
Backup power generators ensure that lighting, emergency systems and access to electronic information are always in proper working order.
How do you prevent unauthorized access to the facility?
We protect your data from illegitimate access with strict security procedures including the use of picture ID badges and sign-in protocols ensure that records are only accessed by those who have authority.
Will I be able to find my information when I need it?
Securit’s integrated technology ensures you can access your information in a timely and efficient manner.
Are there third-party delivery companies involved?
No. Using non-bonded/non-professional couriers or taxis leaves your data open to too many variables, so Securit uses only its own fleet of vehicles and security-screened and insured drivers. Our integrated service also maintains the chain of custody and provides a comprehensive audit trail.
How do drivers ensure that the right information has been delivered to the right people?
Securit’s industry-leading use of hand-held units and electronic signature capture ensures that CSRs bring the right information to the right people. It allows for real-time end-to-end tracking and audit trail so you are completely aware of where your information is at all times.
Is records destruction done onsite?
With Securit, records destruction is always done on site with no break in the chain of custody. On-site destruction reduces transportation risks and a certificate of destruction ensures that all documents are destroyed and the audit trail is complete.
