FAQ's
Our files are already in boxes. Can we still send them to you for storage?
Yes, as long as they are in standard record storage boxes (not copy paper boxes) and in good condition.
Our boxes are made specifically for the storage and transportation of records and carry a life-time guaranty. OSHA recommends the usage of 1.2 cubic foot containers. Clients are welcome to submit their own boxes for storage provided that they are in average condition.
How are my records stored at your facility?
All boxes have a bar-code label, that we provide, for tracking purposes and are stacked on industrial-strength steel racking to maximize space.
Do you have pickup and delivery service?
We are a full service records center that can accommodate most all of your pick up and delivery requirements. We offer same day, next day and rush services. Your records are available 24/7/365!
How fast can we get our records if we need them?
We can deliver your files to you within 3 hours, any day or night of the week, even on holidays. Or, you can come to our facility for even faster response time. Scan on demand is available to meet even faster needs.
Will my records be safe?
Security of your records is top priority at Adams. We own our facilities that offer perimeter fencing, gated access, security cameras, motion detectors, monitored security and fire systems, and controlled access to the building. All Adams employees have had extensive background checks and sign confidentiality agreements prior to hiring.
Why should I keep my back up tapes off-site?
If your building should experience a disaster such as a flood or tornado, then your most recent back up tapes or duplicates would be safe and secure in our Firelock Vault.
Why would your Firelock Vault be better than my bank safe deposit box?
Adams offers 24/7/365 access to your back up tapes or media archive. Your bank may offer a safe place, but securing your media after hours is virtually impossible.
But, I currently back up to the internet, do I still need back up tapes?
Many IT professionals prefer both methods to insure business continuity. If you are relying solely on the internet for re-builds, then test your delivery time against ours.
My Compliance Officer says that I have to keep these old disks and tapes for retention purposes. Where should I store them?
Our Firelock Vault offers constant temperature and humidity levels that maximize media life. There is no safer place to store your media archive in the North Georgia area.
What if my system crashes and I need my back up tapes immediately?
No problem. We can quickly pull your tapes from the vault and deliver them to you. Or, you can come to our central location and pick them up.
I have a corporate archive that contains irreplaceable books, documents and various items. We want to keep them forever. Where should I store them?
Our climate control vaults offer a safe and secure environment for most permanent collections.
What's the difference between a climate controlled vault and document storage?
The climate controlled vault offers greater humidity and temperature controls. Adhesives and film require minimal environmental fluctuation.
If my items are stored in the climate controlled vault, can I access the vault?
Your items are always available. If you need them, then we would remove them from the vault and deliver them to you, or place them in a viewing room for you.How do you track my items in the vault?
We use bar-code technology to safely track all inventory in the vault.
Is the climate control vault separate from the paper records center?
No, our climate control vaults are built within the records center to maximize security.
I have a bunch of old files that contain confidential information. Can you destroy them?
Yes, at Adams we can pick your files up from your location and securely destroy them.
We have a shredder for destroying confidential documents, but we can't keep up! Is there a better system?
Yes, we can place secure destruction bins throughout your business for your associates to discard documents that might have confidential information. Then, we can schedule a routine service that meets your needs.
What if you deliver files to me at the same time you empty our destruction console? Will I be charged for transportation on the file delivery?
No, we only charge one transportation fee if you use our combined services!
We are moving our offices and need to purge old records. Can Adams handle special destruction projects?
Yes, just let us know the scope your your project and we will develop and execute a plan to meet your move date.
How do I prove that I securely shredded confidential documents?
We provide you with a Certificate of Destruction after each service.
Our office is trying to go paperless. Should I image all of my old files?
You should only image what you feel you may truly need in the future. Typically, it would take over 50 years of paper storage costs to pay to image a box of files. So, for economic purposes it is best to have a records management program that includes both paper and digital files.
Our business has grown, and now we have branch offices that need to access certain files at the same time. How can we share them?
By using our imaging services, Adams can securely provide internet access to documents that are shared by users in different locations.
I have an old file archive that is taking up valuable office space. Can you image it and put it on a C.D.?
Yes, we can image the files, index them so that you can search for certain information, and then burn them directly to C.D. for you.
Do I have to prepare my files in any certain way for scanning?
Yes.. or No. The prep time involved in scanning documents is time consuming. Staples, tape, paper clips, post it notes, etc., must be removed. All the pages must be properly organized for ease and loading into the scanner. If you want to save money, then you can prepare the files. Or, we can do it for you.
Why Do You Need Imaging? Eliminate file cabinets!
Eliminate the need for file cabinets. Instead store all of your documents electronically so that they are at your fingertips all the time! Did you know that the floor space for each file cabinet costs your company about $250 per year?* And did you know that the annual cost to maintain one five-drawer file cabinet is about $2,150?*.
Why Do You Need Imaging? Save time and labor in locating documents!
The average employee wastes around 400 hours per year chasing paper!* Have you ever found yourself spending hours or even days looking for a piece of information, file or document? Dont you think that those hours would be better spent doing something more productive? With our document imaging system, files and/or documents can be located with just a couple of mouse clicks and you wont even have to leave your desk.
Why Do You Need Imaging? No more misfiling of documents!
We all know that it's easy to misfile a document! It just happens sometimes. When it does, it is not only frustrating for the person looking for the document, but it's also frustrating for the supervisor or client who is asking for the document. A person could waste many precious hours or even days looking for a misfiled document. With our document imaging system, documents cannot be misfiled because they are stored electronically! You can view, print, fax, e-mail, and annotate them but you can't lose them!
Why Do You Need Imaging? Immediate access to documents!
Is this a familiar scenario? You get up from your desk, go to the file room, locate and retrieve the document your boss has asked you to retrieve, make a copy of it, take it to the fax machine wait for the other fax in front of yours to finish going through then you fax the document to the individual you've been asked to send it to. Then you return the document to the file room to re-file it. That has taken you at least 15 minutes and that's assuming that you found the file in a timely manner in the first place.
With our document imaging system, you will never have to leave your desk! Retrieve documents in a matter of seconds from your own desktop. You can view, print and e-mail documents from your desktop. Turn that 15 to 30 minutes job into a few mouse-clicks.
Why Do You Need Imaging? More reasons for imaging!
By now it should be plain to see the cost and timesaving benefits of changing from a manual filing system to an electronic document imaging system. The manual system of maintaining your records requires that each and every file have an index, such as a name, date, etc. Each file requires a folder with tabs containing index information. During its active life, it needs a place to live file cabinet, file room, etc. At the end of the file's active life, it must be manually removed and either archived or destroyed:
How many documents can you fit on a C.D.?
Depends on the page size, color and quality. The average amount is 15,000 pages on a single C.D.
