Records Management FAQ | Answers to Records Management Questions from Shoreline
Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal.
This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records. With over 20 Years of experience in helping clients to improve their information access and retrieval, Shoreline Records Management has opened our Record Storage Facility to help businesses of all sizes to take advantage of off-site, Secure Document Storage.
The Records Management process does not stop once Documents are sent to Shoreline, However. Our team of experts will help to implement a Records Management Strategy for your company, to ensure that you retain all of your critical business information for as long as it is needed, and just as importantly, that you discard information and content that is no longer required.
When selecting a Records Management Partner, we suggest that you keep in mind that this choice is much more critical than it may seem. In the modern workplace, Information is critical to productivity, and timely, efficient retrieval of that information is paramount. Therefore, we've developed our 8-Key Questions that we recommend that everyone poses to their current or prospective Records Management partner.
1) What Policies and Procedures are in Place to Ensure the Security of my Information?
Shoreline's Secure Document Storage Facility is monitored via Central Station 24 x 7 x 365, and all of our employees are under very strict confidentiality and non-disclosure agreements. The security and confidentiality of your information is paramount to our effective operation.
2) Do you provide 24 x 7x 365 Access to my information, if needed?
We offer 24 Hour a Day, 7-Day a Week access to your information. You can request your records from Shoreline via our Website or via our 24-Hour Help Line any time, day or night.
3) In the unlikely event of a disaster, do you offer Document Replacement Coverage?
This is one of the biggest secrets in the document storage business. Unlike most providers, in the unlikely event of a disaster, Shoreline offers both Valuable Papers Insurance and Warehouse Legal Liability Insurance. That means if your records are ever destroyed or mishandled while under our care, we will underwrite the cost to replace them.
4) Do you offer a Money-Back Guarantee?
We believe in our services so strongly that we offer a 90-Day, No Questions Asked, Money Back Guarantee. Your Business is important to us, and we only deserve it if you're happy with the service that we provide.
5) Will you be proactive about maintaining my archive and suggesting Document Destruction when appropriate?
We believe that you shouldn't continue to pay for information that you don't have either a practical or legal need to maintain, and our team of professionals will be proactive about enforcing a true Records Retention Schedule to help you more effectively manage your information.
6) How much will off-site Storage cost me? Are there any hidden fees?
We don't believe that Record Storage should be expensive, and figuring our your bill shouldn't require a graphing calculator. We provide a complete fee schedule to all of our clients in order to avoid surprises, and typically our prices are significantly lower than Self-Storage Units or other Record Storage Vendors.
7) Do you offer On-Line Hosting for my critical Business Documents as well?
Shoreline offers Online Document Hosting in SC View to our clients. This means that you can store your most critical information in our secure, hosted online repository and ensure access at anytime from anywhere. We understand that your business records go beyond just Paper Files.
8) Do you charge Hostage Fees or Penalties for Removing my Documents from Storage?
Unlike many Records Management service providers, we believe that your information belongs to you. We don't charge any Permanent Removal Fees or Hostage Fees to remove your records from our storage facility. All you pay is the cost of a standard retrieval and you're free to do what you wish with your documents.