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FAQ's
Records Management Frequently Asked Questions
Question: How much space will it take to store my Records?
Answer: POUCH commercial records center is located in a 32-foot clear warehouse with 3 levels of racking specifically designed for Records Storage purposes. My records are not stored by the square foot of floor area as in a typical office or storage unit, etc. they are stored based on the cubic feet of space utilized within the racking system, which provides excellent Storage Cost Controls for me. The advantage of incrementally storing items is that when items or files are added I only pay for the additional cubic feet of space used (eg. blue print or file box, etc.). Then as items are destroyed or removed from storage these costs are reduced in the same manner. POUCH on-line records management system, allows me to manage my destruction dates so I do not keep items in storage longer than necessary, which again saves me money.
Question: Do I need to bring on more staff to oversee the Move and prepare Documentation?
Answer: POUCH can take care of everything for me, or work with my staff for a smooth transition. POUCH even amortizes these costs so my cash flow is maintained.
Question: What if there is an Emergency and I need my Records?
Answer: POUCH offers a 3-hour emergency delivery.
Question: What benefits does POUCH offer over its Competitors?
Answer: POUCH is a privately owned and operated business: “Small enough to Serve me Personally yet Large enough to Serve me Fully”. POUCH operates out of modern facility with all security measures in place to protect my records. POUCH owns and operates their own fleet of vehicles with GPS tracking enabling my records to be tracked continuously. POUCH drivers are typically assigned to the same routes providing me with personalized attention. POUCH free Shred consoles in my office help me be; HIPAA, FACTA and SOX compliant. POUCH handles my Recycling or Certified Destruction of my old records whenever needed. POUCH takes care of all my needs; Retention Scheduling; Digital Imaging, Scan on Demand; Remote Back Up; On-Line access to my Storage Inventory 24/7.
Question: What is involved in scanning Office Files?
Answer: Scanning of archived files is commonly referred to as a back-file conversion.
The 4 questions I must ask myself are;
Why do I want to scan my files?
How often do I plan on accessing my scanned files?
How do I plan on accessing the digital images?
How long do I need to keep my original business files after scanning?
If I do not intend to access my files on a frequent basis the cost of scanning each page, will most likely, far exceed the storage of the scanned files over my required retention period.
Question: How much might it cost to scan my Office Files?
Answer: This varies greatly depending on the condition & type of file being scanned.
I can scan a single page, or every page and every note in a 1-inch thick file?
How many pages are to be scanned, how organized are the pages within my files?
Will I need to remove; staples; paper clips; attached notes; folded papers; exhibits, etc?
Will I need the scanned items classified, indexed, or labeled for a database program?
Will the scanned items be burned directly to a media platform like a CD, or will they be stored in an electronic repository?
Pouch will host my data repository, or will I do this in-house?
Does the file need to be returned to its original condition after the scanning process?
Finally I must ask, what am I required to do to remain legally compliant; do I need to shred personal information; can I send some files for recycling; do I still need to keep some of my original files for the remaining retention period?
POUCH can help me answer these questions; then provide me with a bid for the scanning process; POUCH Records will provide a cost comparison to professionally store my records in the POUCH Commercial Records Center.
Question: Does POUCH ever loose Office Files or Records Boxes?
Answer: No, POUCH does not loose office files or records boxes because they utilize a 3 & 4 step scanning process, which is reconciled on a daily basis. I provide POUCH Records with detailed box descriptions that are cross-referenced to the POUCH Records bar code labels.
"Making it, As Easy as it Should Be"
POUCH Records Management Delivers:
• My Documents when I need them
• Fast, Accurate & Affordable
Call Toll Free: 1 (800) 400 FILE or Click Here to Email
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