Selecting the Best Off-Site Records
Center
By
Joseph Germinario and Clara O'Boyle
Here's a
secret most people don't know, there are no national standards for archival
companies. Most firms select an archive company to prevent losing valuable
office space. However, choosing the best vendor with the services you need is
not easy.
When
collecting bids, be sure to visit every company that is quoting. This allows you
to review: location, building structure, security, environmental controls, fire
suppression systems, customer service and value.
Frequently,
companies will not permit you to tour the areas where your boxes will be stored.
If that's the case, run! There’s something they don't want you to see. Check for
security breeches like open windows or doors. Look for water leaks, cleanliness
and neatness. Boxes should never be stacked more than 3 high; otherwise crushing
can result.
Archive firms
will have a maximum travel radius for guaranteed deliveries. Be sure that your
organization’s pick-up location lies within that radius if emergency deliveries
are important for the operation of your business.
Examine the
street location of the building. It needs to be above street level and not in a
flood zone. Building structure should appear sound. Look for the obvious- holes
in the walls, cracked foundations, etc.
Employees
handling your confidential files need to be bonded. Review how access to the
record center is restricted. Are all entrances locked? Which areas and vaults
are restricted by keys, combination locks or access cards?
Some companies
offer document vaults for the special needs of vital and historical records.
There should be a UL® label on the vault door that will tell you its time and
temperature rating, not just a “fire rating”. Environmental levels for paper
documents in a vault should be 68˚F with 38% relative humidity. Inappropriate
temperature and humidity will damage records very quickly.
Fire
suppression should be designed to not only extinguish the fire but to limit
collateral damage. Some complexes have installed in-rack sprinklers. For limited
damage in a fire, the building should be compartmentalized with fire walls.
If you need
24/7/365 access to your information assets, make sure access is available and
learn the procedures for after hours’ service. Ask what rights you have as a
customer if your boxes or files are not delivered on time.
Some data
management firms offer viewing rooms where you can examine your files. Look for
viewing rooms that are secure and large enough to handle pallets of boxes
inside.
An exceptional
archive company will have a customer service department that puts the customer
first. When critical files are off-site, a professional, knowledgeable and
courteous person on the other end of the phone is paramount. If a problem or an
emergency were to arise, a well trained employee would keep you informed of the
status of your request until everything has been resolved.
Evaluate the
firm's services for value. Storage companies with a dynamic filing system can
find your files quickly. Consider how much time you spend in your office looking
for files and how frustrated you get when they are not easily found. Boxes
stored off-site allow you to use your valuable space for revenue generation.
These 7
categories will help you evaluate archival companies thoroughly. The best data
management company for you should save you retrieval and filing time, valuable
space, and finally- money.
* * * * * *
*
Joseph Germinario, Vice President and founding partner of
Allstate Business Archives in Paterson and Pennsauken, New Jersey. Joe is a
committee member with Professional Research and Information Services Management
(PRISM) and the Association of Records Managers and Administrators (ARMA). He
assisted in developing the contract template that is now used by all records
management companies worldwide.
BIO: Clara O'Boyle, is Marketing Coordinator for Allstate
Business Archives. Allstate can be found on the web at
www.allstat.com
or 800-225-1080. |