How long do I need to keep my records?
This is a decision unique to each organization. Legal requirements for each industry, federal or state regulations, and the consensus of the legal and financial departments of the organization are all factors in the decision of how long to retain records. Advanced Information Management recommends that every organization consult a certified records manager to institute a "Records Retention Policy". This document formally determines the length of retention for every record type created, the disposition of aging records, and the means of final destruction when applicable.
What does it cost to store hard-copy information in records center?
Storing data in a commercial records center is the most cost effective means of long term hard-copy information storage. In a commercial records center, storage is based on the cubic foot container stored. You pay only for space used, and there is no sales tax. A 4-drawer filing cabinet holds eight cubic feet of documents. The cost of storage in a commercial records center for one year would be approximately $28.80. That filing cabinet, using eight square feet of office space at an average of $15 per square foot, costs $1080 a year for document storage!
How is commercial records center different from mini - storage?
A commercial records center is more than just a storage facility. Advanced Information Management serves as your hard-copy information management department by incorporating your filing system into our powerful bar code driven management software. Our database is capable of tracking every item in every box in great detail. What this means to our customers, is that the tedious job of managing, accessing, delivering, re-filing, and finally destroying aging hard-copy information is part of our service. That frees our customer's human resources to do their job of producing revenue for their organization!
What about confidentiality?
Advanced Information Management is a HIPAA compliant business associate. Our staff is trained in the handling of confidential records, and signs an Affidavit of Confidentiality. Utilizing bar codes to identify files and boxes helps to insure the anonymity of records in the archive. Access to your account records is limited to your authorized personnel and may be further protected by password access only.
How do I gain access to records in storage?
All the information we need to access your records is determined in our initial set up of each account, including the incorporation of your unique filing system within our bar code driven database. Whether you need to access a single document or an entire box, Advanced Information Management can find your records, fast. Our customers may contact us by phone, fax, or email to access records. All accesses are subject to verification that the requestor is an authorized user on the account.
How do I get started?
Getting started is easy! We will provide you a written proposal and contract for services. Upon agreement, we will provide you with the storage boxes, instructions on how to box up records, bar codes, forms to give us the information we need regarding box contents, authorized users and more. We are here to help you institute a solid records management program so that you can safely store aging records, access them quickly when needed, and destroy outdated records in a timely and confidential manner.
1720 E. Hwy 264
Springdale, AR 72764
This is a decision unique to each organization. Legal requirements for each industry, federal or state regulations, and the consensus of the legal and financial departments of the organization are all factors in the decision of how long to retain records. Advanced Information Management recommends that every organization consult a certified records manager to institute a "Records Retention Policy". This document formally determines the length of retention for every record type created, the disposition of aging records, and the means of final destruction when applicable.
What does it cost to store hard-copy information in records center?
Storing data in a commercial records center is the most cost effective means of long term hard-copy information storage. In a commercial records center, storage is based on the cubic foot container stored. You pay only for space used, and there is no sales tax. A 4-drawer filing cabinet holds eight cubic feet of documents. The cost of storage in a commercial records center for one year would be approximately $28.80. That filing cabinet, using eight square feet of office space at an average of $15 per square foot, costs $1080 a year for document storage!
How is commercial records center different from mini - storage?
A commercial records center is more than just a storage facility. Advanced Information Management serves as your hard-copy information management department by incorporating your filing system into our powerful bar code driven management software. Our database is capable of tracking every item in every box in great detail. What this means to our customers, is that the tedious job of managing, accessing, delivering, re-filing, and finally destroying aging hard-copy information is part of our service. That frees our customer's human resources to do their job of producing revenue for their organization!
What about confidentiality?
Advanced Information Management is a HIPAA compliant business associate. Our staff is trained in the handling of confidential records, and signs an Affidavit of Confidentiality. Utilizing bar codes to identify files and boxes helps to insure the anonymity of records in the archive. Access to your account records is limited to your authorized personnel and may be further protected by password access only.
How do I gain access to records in storage?
All the information we need to access your records is determined in our initial set up of each account, including the incorporation of your unique filing system within our bar code driven database. Whether you need to access a single document or an entire box, Advanced Information Management can find your records, fast. Our customers may contact us by phone, fax, or email to access records. All accesses are subject to verification that the requestor is an authorized user on the account.
How do I get started?
Getting started is easy! We will provide you a written proposal and contract for services. Upon agreement, we will provide you with the storage boxes, instructions on how to box up records, bar codes, forms to give us the information we need regarding box contents, authorized users and more. We are here to help you institute a solid records management program so that you can safely store aging records, access them quickly when needed, and destroy outdated records in a timely and confidential manner.
1720 E. Hwy 264
Springdale, AR 72764
Phone (479) 751-8120 | FAX (479) 751-6107
info@aimrecords.com
All content Copyright © 2007 AIMRecords.com | This site designed by Chris Dunivan & Michelle Obana
OUR SERVICES
