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Records
Storage
Let
us now consider the benefits of having the services of a professional
Records Management Consultant. The realization is that the firm is not
just renting storage space. IT IS IN ATTAINING SECURITY, SERVICE, AND
PEACE OF MIND.
These three factors are never appreciated until vermin, fire, or water
have damaged the records in ill-suited facilities.
Location,
Security and Characteristics |
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Serving New Mexico clients for over twenty-one years. The costs for our services are very competitive. Learn More |
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Physical Location To
Index
Make certain that the facility is centrally located, and
it has easy access to major traffic arteries. It definitely should not
be in low lying terrain, such as flood plain probabilities. It should
not be spread over several geographically separated facilities, thus thwarting
rapid and efficient retrieval. It should have easy access by the client
and ample parking. We have, historically, delivered files to our clients
and subsequently picked them up for re-filing, but once in a while a client
wants to see how their files are managed. AND MANAGE IS WHAT WE DO!
Construction Characteristics
To
Index
Ideally, a Records Center should be of concrete slab flooring
and concrete block wall structure. The roof should be of steel girder
support and well insulated. The electrical wiring should be in metal conduit
to preclude wire insulation from being gnawed by rodents, thus increasing
fire risk probabilities. All switches should be totally enclosed in metal
boxes. Interior lighting and arrangement of shelving should optimize the
efficient and rapid retrieval of records, minimizing errors because of
poor lighting. Runoff of rainwater from roofing, drainpipe and grounds
drainage should be a distinct design consideration.
Fire Protection To
Index
Under no circumstances should any records center claim
to be protected by a sprinkler system. Water damage to paper is very damaging.
Supposedly Halon has carcinogenic traits. Therefore, the most effective
means of deterrence are chemical fire extinguishers, and a strictly enforced
no-smoking policy with a total absence of volatile materials. With good,
continual employee training, we further assure ourselves of a fire free
environment. Smoke detectors fed to a central monitoring facility are
a necessity.
Water Damage Protection
To
Index
Because water damage can be just as injurious to paper
document longevity as fire, the precautions against its occurrence are
equally valid. There is a Golden Rule of Records / Information Management
stating that you never set up a storage facility or a computer center
in a basement. There is simply too much of a risk that is assumed in doing
so. Two major Albuquerque law firms learned this lesson the hard way;
in four feet of water about eighteen years ago. Select a company whose
facility has minimal risk factors; that is, high and dry. Choose very
carefully.
Vermin
Protection To
Index
Rodent and insect infestation can become a significant
problem if not immediately countered. The probable damage or loss of documents
or X-Rays is possible with neglect. The sighting of unwanted insects and/or
rodent droppings are to be promptly thwarted for a clean working environment.
Having policies designating specific eating and drinking areas as well
as periodic spraying, sweeping, crack sealing and vacuuming are essential.
Physical Security To
Index
The ideal Records Center has no windows, and has steel,
insulated doors. In lieu of the ideal, windows should be barred, and too
narrow to allow surreptitious entry. An alarm system is essential, coupled,
like the smoke detectors, through the telephone system to a central monitoring
facility, able to notify either fire or police assistance. Training of
employees in precautions and procedures is mandatory.
Types of
Media Managed To
Index
In
the early years of our service existence, the media of choice had been
predominantly paper records, microfilm and drawings on vellum. The more
recent and more complex forms of database back-up range from VHS tapes,
many formats of digital tape to WORM discs, and all forms of CD-Rom. There
are certainly more types of higher capacity back-up memory coming into
the market. We are prepared for the safe, secure maintenance and storage
of it all.
Environmental Considerations
To
Index
Records maintained in our Southwest climate do not have
the need for climate control as would an area of consistently higher relative
humidity (R.H.) and larger temperature swings. According to guidelines
published by the manufacturers of film and magnetic materials, Albuquerque
appears to be an ideal environment for long life of paper documents, as
well as microfilm, X-Rays, and magnetic tapes or disks, with nominal precautions.
The accepted range of temperature is 35 to 85 degrees Fahrenheit for film
and magnetic materials, and 8% to 80% R.H. For paper documents, there
is no lower limit and a high of 125 degrees Fahrenheit. A survey of local
meteorological readings indicates that less than 0.5% of the time in a
year is spent lower than 8% R.H. while less than 4.5% of an entire year
is above 80% . More significantly, any duration above 80% R.H. is seldom
longer than 12 hours in one excursion.
Retrieval
Procedures To
Index
The client is master and should be served in an exemplary
manner. The frequency of service is entirely dependent upon the needs
of the client. Occasionally, an immediate response mode is necessary.
This is referred to as a RUSH, simply meaning to drop what we are doing,
and get a document or item to the client - - - NOW! We respect and respond
to these occasional needs with great haste and caution. Most of the retrieval
function is on a regular morning and afternoon basis. Some clients have
retrieval needs every other day, some on demand only. Retrieval requests
for AM delivery are taken from 0800 to 0845 and delivered between 0930
and 1030. Requests, likewise, for PM delivery are taken from 1300 to 1345
and are delivered from 1430 to 1530. Some clients like to call in a request
in the AM for the following AM delivery. We respond to the needs and desires
of the client. We could not long remain in business without our client
having the faith that we will perform, in a superior manner for their
wants.
Insurance And Risk Factors
To
Index
There is very little compensation offered by insurance
carriers for documentation, as well as data on a disk or a tape, thus
the standard assumption of risk remains with the owner of the media, and
can be covered under the Interruption of Business Provisions on the firm’s
commercial insurance policy. Generally, it is a copy or a back-up tape
or cartridge that is in our archive; whereas with paper documents, it
is the original. Liability insurance is carried for any umbrella happenstance.
It is firmly believed that safety procedures adhered to, result in a good
operating environment. We have an excellent safety record for over twenty-one
years and continually check ourselves by periodic reassessment.
Cost Factors To
Index Contact
IBC
Competition is healthy in our society. It is the cornerstone
of progress and growth. The costs for our services are very competitive
and we believe we are much more responsive to our client’s needs
and desires than our current and departed competitors have ever been.
If the lowest cost is the sole evaluating factor in being a business partner
in Records / Information Management, it would be well advised to look
elsewhere for some low priced questionable service. We have been serving
New Mexico clients for over twenty-one years, now. The original two firms
that entrusted us with their records are still with us. We believe in
long term relationships, and we work to continually nurture these relationships.
Home | About IBC | Storage
| Consultancy | Severe
Organizing Team
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Partner with IBC? | Contact Us | Links
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