Hard Copy Management

Secure storage. Accessibility. Long-term solutions.

Data Dimensions provides a full range of records storage management and retrieval services. Our services provide for a cost-effective hard copy storage solution and in addition to freeing up space and staff, you can reduce your storage costs significantly. Our Records Management Center, located in Janesville Wisconsin, contains 850,000 cubic feet of secured records storage space to manage and secure your vital information assets.
 

Storage Process:

Documents are boxed as they are imaged. All boxes are barcoded and labeled with the appropriate client number; documents are assigned a Document Control Number (DCN) by the imaging equipment and software during the imaging process. Once documents are boxed in our processing facility, they are transported to our Records Management Center (RMC) via Data Dimensions courier staff in private company vehicles.

 

OUR RECORDS MANAGEMENT SERVICE PROVIDES:

  • Fast, 24/7 access via Web, phone, fax and e-mail.
  • Tracking, indexing and retrieval of your hard copy records and/or images, at the box, file, or document level.
  • Scan-on-demand, giving you flexible options of accessing your records digitally. Upon request, the document is pulled, prepped, scanned, formatted and transmitted to you and returned to storage, ensuring document access by authorized personnel only.
  • Guaranteed, secure transportation by highly-trained personnel of your vital records.
  • Long-term solutions, offering archiving capabilities of your vital records prior to destruction.
  • Destruction services, giving you the ability to decide if and when documents should be shredded, with options including secure pulp-mastication and certification of shredded materials.
  • Reporting options, allowing you the ability to reduce your time in making key business decisions, with inventory reporting and retention schedules reporting.

Safety and Security

Your hard copy records are stored in a 24-hour monitored building constructed of concrete and steel, equipped with smoke and heat sensors, motion detectors and a sprinkler system. The building’s exterior walls have a 7-hour burn-through rating; however, the nearest fire station is within one mile of the facility and manned 24 hours a day.


Outsourcing records storage management
provides you with:

  • A cost-effective, highly-flexible solution, allowing you to enjoy up to 50% savings of current costs
  • Compliance of regulatory requirements, such as GLBA, Fair Credit Reporting, SEC and others including state
  • Elimination of the overwhelming amounts of paper documents, allowing you room to expand
  • Safe, secure shredding, ensuring confidential materials remain private and that your shredded records are complete and verifiable with certification