Offsite Document Storage
Secure and Compliant Records Storage
Your documents and records are safe the moment you place them in our hands. Our Records Centres and best-in-class Information Management system are the most advanced, agile, and adaptable in the business. Our state-of-the-art document storage services are designed to provide comprehensive information security and storage solutions while reducing both costs and the inherent risks associated with the management of records.
Our facilities are specially configured for maximum security with zone-limited access. These 24/7 monitored, secure document storage facilities are equipped with fire suppression controls, sophisticated counter-intrusion systems, and backup power generators to ensure continued and consistent safekeeping of all your valuable materials. All this coupled with our industry-leading Disaster Prevention and Recovery System guarantees the safety of your information.
Each and every RecordXpress employee is committed to your information security. All of our employees are carefully interviewed, background-checked and monitored to ensure 100% security in the storage and care of your information. With tools such as multiple-stage account verification and secure account access restrictions, we are proud to report zero incidents of information theft, identity fraud, or improper document handling since we have been in business.
We keep our document storage business at home. Our business is in Canada, and our client data stays in Canada. Keeping our servers on Canadian soil affirms our commitment to our clients’ data. Whether it is government Protected Level information, or meta data pertaining to a new sales contact, all of our client data is held within Canadian Borders, housed in server farms that are triple-mirrored for redundancy across the country.
Why use Offsite Document Storage?
Storing business records safely and securely is vital for protecting your customers, suppliers, and employees from identity theft, and for protecting your company from corporate espionage.
Storing boxes in hallways or files on open shelves is not only unsafe, but is a waste of valuable space and could leave the damaging impression that an organization is disorganized.
Outsourcing records management directly prevents unauthorized persons from viewing your documents, meaning your important information remains confidential and secure. When you choose to outsource records management, all documents are subject to a secure chain of custody, from collection to storage to destruction at the end of their life cycle.
The offsite document storage process includes a comprehensive tracking system, which eliminates the need for your organization to devote staff time to filing.
By working with an offsite RIM company like RecordXpress, you can be sure your documents are safe while still maintaining access to them in a timely manner.
Document Management Services
RecordXpress takes the utmost care to adapt to your needs and protect your valuable information. We start by working with you to determine your compliance requirements, business needs, and current records retention policies. From there, we work to develop a tailor-made solution that meets the specific needs of your company.
Our document management services typically fall into one of two categories: active file management or box storage. Regardless of the service the customer chooses, the process begins when our Customer Service Representatives (CSRs) arrive at the customer’s premises to pick up and catalogue materials. Boxes and files receive barcode stickers which are cross referenced to a numbering system. CSRs carry handheld scanners and scan materials at the customer’s site during pick up. Before leaving the site, the CSR provides the customer with a detailed printed receipt.
Customer materials are transported by the CSR in a secured vehicle to the RecordXpress facility. Upon arrival, the CSR scans the materials again, verifying that all files / boxes have been received. A RecordXpress associate then processes the material, using state-of-the-art barcode technology to maintain the chain of custody, closely monitoring the material from the time it leaves the customer’s facility to its arrival and storage at the RecordXpress facility. Each stage has a distinct code which customers can monitor online through our efficient and easy-to-use Records Management technology, Total Recall.
Convenient Delivery Services and 24/7 Online Access to Your Inventory
RecordXpress provides flexible, and convenient delivery and pickup services to suit your needs. Through Total Recall, we give you 24/7 online access to your inventory with the best RIM software on the market.
Simply Log In and Go. This state-of-the-art online platform has powerful search capabilities, allowing you to easily manage your materials any time at the box, file, or document level, via secure web access.
Convenient delivery services mean your documents are always within reach, any day, any time, 365 days a year:
Order before 4:00 PM for next day delivery by 5:00PM.
Order before 4:00 PM for next day delivery by noon. Orders placed by 11:00 AM will be delivered by 5:00 PM the same day.
Delivered within 2–3 hours of order receipt.
Available between 4:00 PM and 9:00 AM for delivery within 4 hours. Service is also available on weekends and holidays.
*Delivery location must be within 20km of RecordXpress facility.