SECURE DOCUMENT & MEDIA STORAGE

Ensure both your physical and digital business records are well-protected and preserved with American Document Service’s records storage and management solutions

American Document Services protects and stores records for our customers with an emphasis on security, safety and compliance best practices. No matter what size or industry your business is, we have a solution to improve your cost control, compliance and efficiency and at American Document Services it is easy to get started.

Offsite document storage with American Document Services

Offsite document storage with American Document Services is a best practice for storing physical documents, for all types of businesses and organizations in all industries. Your business records are stored in our secure facility and are always available to you. We can send you a quote today and start storing your records right away.

Our Document Inventory Control System

Here is how it works:

Our state-of-the art Bar code inventory control system is the best way to manage your documents in storage with us. Here is how it works:

1. Each location in our document storage center has a location
barcode.
2. We assign unique bar code labels to each box. A unique bar code
label is physically applied to every box.
3. We use a bar code scanner to record the bar code of each box and
scan the location bar code so now our system knows exactly where
your box is in our facility.
4. Our database maintains the information about each box, including
its location, date received, and any other relevant data such as the
box contents and destruction date.
5. Our bar code inventory control system will maintain the complete
history of each box which includes each time a box is delivered back
to your office and then returned to our facility.

How To Place an Order for Document Storage Delivery

You can contact us by phone, email, and fax or through our online customer portal to place an order. Whichever way you choose to make a file or box delivery request we will act on it right away so you can receive your requested items when you want them.

We Pull Your Requested Box or File

Our staff will enter the requested items into our document management system and create a work order. The work order will list each requested item by our bar-code number and description if there is one. After the work order has been completed it will be printed at the warehouse where the items are stored along with a pull request. Our warehouse staff will then pull the items from the shelf where they are located and move them to our out-going holding area and rescan them, so our system knows the boxes have been pulled for delivery. The boxes will be inspected to make sure they are in good condition to be delivered. If any box needs to be re-packed so the contents remain safe and secure our staff will do so

Load & Deliver Stored Documents

The morning of delivery our service staff will be given the work orders. They will pull, check and scan the boxes listed on each work order and load them on to one of our delivery trucks. Our system knows that the items have left our secure facility and are out for delivery. After loading has been completed the truck doors are closed and locked. When our staff arrives at your office, they will bring your requested boxes and or files into your office. Each item will be scanned so our system will be updated to show the items have been delivered. They will go over the list of items that have been delivered and ask you to sign our work order to accept delivery. They will leave you with a copy of the work order for your records.

Ensure both your physical and digital business records are well-protected and preserved with American Document Service’s records storage and management solutions.

Regulatory compliance has become a necessity for all types of businesses.

By implementing a comprehensive compliance program that safeguards both your physical and electronic records, you prevent unnecessary risk and help control costs in the process, regardless of your business size.

There are many reasons to have an effective records management program in place:

Local, state, federal and industry regulations continue to grow and evolve
Significant risks and penalties for non-compliance, including fines, and customer lawsuits
Loss of business and brand reputation can be irreparable

If you lack an information management strategy, you may be missing opportunities to find cost savings, improve efficiencies and reduce the risks associated with noncompliance.

Eliminate unnecessary information to drive down the cost of storing paper and electronic records and eliminate the risk of privacy breaches.
Improve availability and accessibility to save the expense of locating or recreating misplaced information.
Implement tiered storage processes to reduce average storage costs.
Limit the amount of paper and electronic records in house to only essential items supporting critical processes. Cutting clutter is often the key to improved efficiency.
Apply records storage and retention policies that ensure flexible access to both paper and electronic information.

Discover how our records management programs can help your business by speaking with one of our experienced consultants to get a customized records storage and management program that meets your individual business needs.