Frequently Asked Questions

We receive numerous calls about our facility and our services. Answers to these frequently asked questions will help you understand why and how to secure your business while experiencing an actual ROI from a partnership with DocuSafe.

Who needs a professional information management company?
What can DocuSafe’s offsite information management do for my company?
What are the legal requirements for retaining records?
What special services can I expect from DocuSafe?
We use a nearby self-storage facility. Isn’t that just as good?
How do I know my records won’t be lost?
How do I access my information?
Can anyone in my company request service?
Would we have to re-box all our records?
What do you recommend for data and electronic document management?
How do you handle destruction of records?

Any business that:

● collects financial and confidential information about customers.
● retains personal, health, and financial information on employees.
● needs to plan for disaster and business recovery.
● requires off-site storage because of lack of space and the high cost of storing information on-site.
● needs to preserve information in a secure environment and destroy it using secure process.
● requires a systematic approach to information organization and retention

DocuSafe’s services can promptly accomplish the following:

● Maximize security and protection of your valuable information.
● Eliminate company liability regarding regulatory compliance.
● Develop organizational strategies and an accuracy of inventory of your business  information.
● Save you overhead by not using valuable office space for storage and employee’s valuable time spent searching for information.

Failure to comply with these various laws can result in quite severe penalties for businesses and their owners, directors, and officers. Of course, DocuSafe recommends that each business consult with its legal counsel regarding the specific requirements. To sum up, DocuSafe can create a custom information and security compliance program designed to keep your business out of trouble.

The IRS, OSHA, Department of Labor, and various state agencies require information retention. Recent federal legislation such as the FTC’s FACTA disposal rule has placed additional requirements on information retention and disposal. The Fair and Accurate Credit Transaction Act was designed to reduce the risk of consumer fraud and identity theft created by improper disposal of consumer information.
Other legislation includes:

● HIPAA - deals with medical information and privacy
● Gramm-Leach-Bliley Act - addresses financial information security and identity theft prevention.
● Sarbanes-Oxley Act - results from the financial scandals of Enron and Arthur Andersen.
● and the US Patriot Act - protects infrastructure and allows law enforcement agencies access to telephone, e-mail communications,
   medical, financial, and other records.

What special services can I expect from DocuSafe?

● Incredible Customer Service - DocuSafe provides customer service that will exceed your expectations.
   We have never lost a customer due to poor service.
● Space - you pay only for what is needed. DocuSafe will help you separate records that should be moved to a location off-site from
    those that could remain with you.
● Security - information is stored in secure facilities that are locked, equipped with alarms, and monitored 24x7x365, safe from unauthorized access.
● Low Cost - our space costs less than yours.Recovery – we provide a number of support services to keep your business running  while recovering
    during a business disaster
● Accessibility - DocuSafe has the capability and the staffing to provide your records, files, and tapes you require 24 hours a days, 7 days a week,
   365 days, 100% of the time. Our WebNet on-line access offers ultimate convenience. You can access and manage your record library through
   DocuSafe’s on-line technology.
● Peace of Mind - confidence that your company’s information is secure, compliance with legislation is being managed, and your policies
   are being enforced with verifiability and accountability.

While self-storage is appropriate for general, short-term storage of certain items, it is not appropriate for document storage. It’s a gamble and it’s certainly more costly. Self-store facilities charge for rental of a fixed space, not cubic feet occupied. When you place your information with DocuSafe, your costs are on a per box basis not cubic feet. Moreover, self-store only minimally solves the storage component of business information retention.

Beyond all this, you also have to add the cost of sending your staff in all kinds of weather to search for information possibly for hours. You expose your company to costly workman’s compensation injuries and claims as well as the risk to your staff if they are required to use their personal vehicles for the transportation. You risk information loss or degradation because of risk of flooding or lack of temperature and humidity control. Finally, do you know what’s in adjacent storage compartments and who’s visiting those compartments? If your information is worth saving, isn’t it worth protecting?

DocuSafe has never lost client information. We barcode every single item entrusted to us as they are added to our management system. Each time they are handled, they are scanned by staff using hand-held scanners recording the movement of each coded item. Our system is then able to identify whether the item is in our facility or at yours. Whether it is a box, tape or file, we know exactly where everything is at all times. And with our on-line management tool, you will too.

It’s easy! You request the item needed with date and time for service through our internet access system or by sending a fax, email, or phone call. We implement your company’s procedures for verifying the authorization of the requestor and follow the instructions provided. Service is guaranteed to be on-time and error-free.

We follow the security requirements of each client. A list of authorized persons and their signatures is provided to us by the client and updated as needed. Unauthorized requestors will be denied access and reported to your management.

We have flexible container requirements. As long as your containers are in good condition and are designed for records storage (having lids and handles or hand holes), no special boxes are required. Should you need storage boxes, we offer high quality containers at reasonable prices for standard files, blue prints, microforms, and tapes. If your items have special requirements, we can provide custom sizes.

DocuSafe offers vaulting service for all of your:
CDs • DVDs • computer disks • tapes • x-rays • blueprints • films • optical disks • highly confidential paper records • audio and video tapes • microfilm and microfiche • film negatives and more.

Visit our Media Storage page for more details. No more bank deposit boxes or sending media home with staff members. We will store your various media in our specially constructed vault and pick it up and deliver it back to you on demand or on a schedule in our specially outfitted and controlled environment vehicles.

DocuSafe operates an on-site, state-of-the-art shredding facility just for this purpose. We place containers at your office for regular destruction of your day-to-day confidential documents, and we can pick up your larger volumes of materials when you are ready to purge them. Documents held in our storage facility will be destroyed as you request the service or when required according your retention schedule. Our equipment double shreds at 90 degree angles ensuring complete destruction, and you are issued a Certificate of Destruction. For more details visit our Shredding page.

You can save time shopping around because you can find all the services and value you require at DocuSafe along with the error-free management you deserve.

We take care of you so you can take care of your customers.
Call DocuSafe at:
DocuSafe of Madison at (608) 829-3888   
DocuSafe of Phoenix at (623) 478-9393