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SOPHISTICATED DOCUMENT STORAGE SYSTEMS

Preserve physical documents, books, microfilm, and digital media by utilizing our secure, climate-controlled storage facility

Keep your documents safe and accessible 24/7.

Free up space, staff and receive digital images via scan on demand the same day they are requested by storing media records at our secured facility. In addition to careful attention paid to climate control and fire protection, our storage systems feature barcode tracking and detailed indexing to the document, book, roll or box level so we can quickly retrieve any file upon request. From the moment we receive your media, you will know the location of every document at all times.

SECURE STORAGE SERVICES FOR ALL MEDIA TYPES

Your media is accurately tracked, protected long-term and easily accessible.

Files

Our document storage systems are designed to keep your paper files safe while ensuring you retain access to every document. Letter- and legal-size files are stored in double-wall construction archival quality 15″ x 12″ x 10″ storage boxes, each with a unique barcode tracking label. Storage boxes are identified by customer name, document type, year range, first file and last file within each box. Every roll and range will be indexed to a specific storage box. Storage boxes are labeled with a unique barcode label and stored on industrial shelves which themselves feature barcode labels for accurate tracking. We currently have 100,000+ boxes of files in storage.

Books

Books are stored flat in our climate-controlled storage vault at 75 degrees or cooler with 30-50% humidity. Books are identified by Customer Name, Book Type and individual Book Number. Books are labeled with a unique barcode and stored on industrial shelves with barcode labels for accurate tracking. We can also use RFID labels if desired.

Microfilm

All microfilm rolls, jackets and aperture cards are separated into acetate or polyester base in order to store each separately. Our polyester microfilm vaults maintain a temperature of 65 degrees or cooler with 30-40% humidity, while our acetate microfilm vaults maintain 65 degrees with 15% humidity. All microfilm rolls are stored in plastic acid free boxes. All microfilm boxes, jackets and aperture cards are stored in double-wall construction archival quality 15″ x 12″ x 10″ storage boxes. These storage boxes are identified by Customer Name, Document Type, Year Range and first and last file within each box. Every roll and range is indexed to a specific storage box. Storage boxes are labeled with a unique barcode and stored on industrial shelves with barcode labels to ensure accurate tracking. We have over 150,000 rolls of microfilm in our storage facility.

Inventory

All media is physically inventoried and input to an online tracking system to ensure its rapid accessibility. We identify the first and last file within each box or every single file within each box. A unique barcode label is then applied to each box to track the exact physical location of the media the entire time it is in our possession. We use portable scanners to track the box and shelf numbers any time the box is accessed or moved. You’ll always have 24/7 online access to track the current location of each box at all times.

Retrieve

Individual pages/documents or entire boxes/books/rolls/jackets can be retrieved, scanned and transmitted 24 hours per day, 7 days a week. We scan paper at 300 dpi and save it in color as JPEG or PDF. Microfilm is scanned at 300 dpi grayscale and saved as JPEG or PDF. Images can be encrypted, e-mailed, transferred via FTP or hosted on our secure servers. We can also duplicate or scan entire ranges or collections to match your requirements.

Destroy

Upon receipt of written authorization, we permanently remove boxes from our shelving and tracking system.  Paper is shredded and recycled and microfilm is melted and recycled.

TOTAL RECALL

We utilize Total Recall Software to track inventory and create a chain of custody log within our warehouse. Every box in our facility receives a unique barcode that is scanned and logged into an online inventory report, which is available to you 24/7. The location of each box can be tracked to a specific shelf or 6’ x 6’ area.

WE TREAT YOUR RECORDS WITH RESPECT

Our careful handling of your historical records and media-specific scanning equipment enables us to scan books, microfilm, drawings and paper without damaging the media or subjecting it to harm.

LEADING-EDGE TECHNOLOGY

Access your scanned images sooner, maintain control over image quality and ensure your final scans work seamlessly with your existing image software. We’ve developed state-of-the-art indexing and review software to keep you informed during every phase of your project.