How Docu-Trust Manages Record Storage in California
Question. When you walk into the storage room of your company, are you overwhelmed by the boxes of old paperwork stacked in mini-towers and thrown about the room in an unorganized way?
If you answered yes, it’s okay; you aren’t alone. Businesses need to keep different forms of documents for a certain amount of years to stay in compliance. However, those who handle medical and financial records know the importance of maintaining that paperwork for rare but critical instances that require them to have it readily available.
Even though keeping these documents are necessary, storing and organizing them might not be the top priority and are often overlooked until that moment when a record needs to be pulled.
Don’t get lost searching through boxes or logbooks with inefficient organization systems, and let Docu-Trust help you manage your documents and store them correctly and adequately.
Our Focus
Our primary focus here at Docu-Trust is to keep your documents, records, and data secured and organized in our facilities. You are the experts in your industry; we are the experts in record storage. We’ve created simple and effective processes that ensure your data, records, and documents are safe and properly stored. In addition, we have an abundance of protocols in place to keep your company compliant with HIPAA and Sarbanes-Oxley policies. We take pride in these protocols and processes we have created and have highlighted a few for you to check out below!
Scan-On-Demand
Keeping your documents organized is the number one reason you are working with us, so the first service we will feature is “Scan-On-Demand.” Scan-On-Demand is a state-of-the-art system that keeps your documents right where they should be until you need them. When you store a box in our facility, we will place a unique barcode on each box that tells us precisely what is in them, when you put those items in record storage and when each record can be destroyed.
When you require a specific document, all you need to do is send in a request, and we can deliver, scan the document to you, or you can look it over in one of our secure viewing rooms!
Records Management Software
When you partner with us, we provide you with the tools to keep your document storage organized on your end as well. Our free records management software allows you to request documents, schedule a viewing time, and keep track of when files are ready for destruction. In addition, you will be able to view your stored boxes, scanning sheet, and other important information right on the program. No more storage binders that tell you where everything is stored; it’s now available right on your phone, tablet, or laptop.
Secured Facility
In regards to compliance and safety, our California facilities were built for storage protection. We have environmental protection protocols in case of fire, flood, or unfavorable weather. Our rooms are humidity and temperature-controlled, keeping even your oldest and most delicate documents safe from damage. In addition, your documents will be monitored by camera and protected with our 24/7 on-site security and staff. This 24/7 service also allows you to request records after hours for ASAP services.
Our facility is also locked to the public, and our members must use a key card for entry. Members are not allowed on the storage room floors and are only allowed in the main areas and viewing rooms. This ensures that medical and financial laws policies stay in compliance at all times.
Keep Your Documents Secured and Organized
As we mentioned at the beginning of this article, if you have those towers of storage boxes, connect with us to get organized. Don’t risk getting fines for being out of compliance or wasting hours trying to find one piece of important information; let us help you. We created Docu-Trust to store your important documents, records, and data safely, securely and organized. So let us protect your company by safeguarding your essential records.
