Frequently Asked Questions

What is Records Management?

According to ARMA International, the leading authority on managing records and information, Records Management is “the professional management of information in the physical form of records from the time records are received or created through their processing, distribution and use to the placement in storage and retrieval systems until either eventual elimination or identification for permanent archival retention."

What is a Record?

A record is documentation of a business decision or action and can take almost any form including emails, instant messages, text files, voice mails, paper, invoices, employee records, a website, and even rocks and physical samples. A 'record' is evidence of an action taken in the course of business.

What is a Records Retention Schedule?

A Records Retention Schedule is a control document that sets out the periods for which an organization's business records should be retained to meet its operational needs and to comply with legal and other requirements.

A Records Retention Schedule is an essential component of an efficient and effective records management system. Properly developed and consistently implemented, a Records Retention Schedule protects the interests of the organization and its stakeholders by ensuring that business records are kept for as long as they are needed to meet operational needs and to comply with legal requirements, and are then disposed of securely.

We have so many records in cartons, where would we ever begin? ----- OR -----
We only have a few record cartons, how much would you charge to store them?

Begin by calling Garrison Records Solutions we will come to your site, evaluate your individual situation (based on your input), and provide a free consultation. Our storage and service structure will not only reduce your costs, but also reduce overhead expenses immediately. The storage fees are based on the cubic feet of records stored. The standard record carton is 1. 2 cubic feet; we accept all cartons as long as they are industry standard sizes and in good condition. We also have a variety of industry standard cartons for purchase, with free delivery.

Is it okay to use our own record cartons?

Yes, as long as they are in good condition. If they are not in good condition we will provide cartons to replace the bad cartons.

What happens to our records when you take them?

We pre-assign bar code labels with your account number on them. Before we remove any cartons, they are scanned to confirm your inventory listing. The cartons are transported to our secure facility, we verify the inventory again, and then place the cartons on industry specific shelving. We scan the location and carton bar code labels then download the information into our database. With RS Mobile, you can view the list of all the cartons you have in inventory at our high security facility and print the list yourself, or we will gladly email, fax, or send it by regular mail.

Will our records be kept confidential and safe?

Yes, confidentiality and security are of utmost importance to us, and are included in our #1 priority - customer care and satisfaction policy. All employees are bonded, thoroughly trained, and must sign Confidentiality Agreements. The facility is secure, and has intrusion and motion sensors. It is monitored off-site 24 hours a day. Our complete fire detection and suppression system is monitored off-site 24 hours a day as well.

How do we obtain records stored at your facility?

Your authorized personnel may use RS Mobile through our secure connection, send a fax, or simply call us. We verify their authorization, and proceed with the order. Rush deliveries and pickups from our facility must be confirmed by phone.

Deliveries can be done in several ways:

• Regular delivery is received the next day before 5 p.m. (Request must be received by 3 p.m. the day before delivery is needed.)
• Same day delivery is received within 4 to 8 hours of request during normal business hours.
• Rush delivery is received within 3 hours of request during normal business hours.
• After-Hours/Holiday delivery is available upon request.

Is it possible to have one file delivered from a carton that was not indexed?

Yes, as long as you identify the carton and the file name. We will place a marker in the carton, place a bar code label on the file, with the carton ID and deliver it to you. When the file is returned, it will be placed back in the carton in the exact location it came from.

Can you help us with retention schedules?

Yes, we can provide assistance with Retention Schedules. With the recent Federal Acts - HIPAA, Gramm-Leach-Bliley, and Sarbanes-Oxley - the records retention periods are being amended frequently. We will notify you when your records have reached the end of their retention period. No records are destroyed without your authorization

Can you help with the destruction of our outdated records?