Q: Are your facilities safe from floods, earthquakes and
other disasters?
What you need to hear: We carefully
select locations for our facilities and take great precautions to safeguard
your records from natural disasters and other risks.
Q. Will we have on-demand access to our stored records?
What you need to hear: Absolutely. We
employ remote access software to retrieve records as you need them. What’s
more, we’ll agree on a set turnaround time for retrieval requests. You’ll get a
single view to all of your archived records via our RsWeb.net. online portal.
Q. Do you offer indexing and tracking?
What you need to hear: Yes. Our system
has discovery, search, query, role-based security access and
inventory-management capabilities. You will always be able to find what you
need when you need it.
Q. How do you address potential threats like data
breaches and corporate espionage?
What you need to hear: We carefully vet
all of our employees via an extensive background check. Additionally,
role-based security access to our records tracking system protects your
information and establishes an unbroken chain of custody.
Q: We're in a volatile climate–our records are crumbling
to the touch. Can you make it stop?
What you need to hear: Our
climate-controlled facilities are subject to temperature, light and humidity
specifications that protect paper and other media from wind, fire, moisture and
other destructive elements.
Q. Does your firm practice what you preach by testing
your own disaster recovery plan regularly?
What you need to hear: Yes. Periodic
tests—conducted at least once a year—ensure that our plan remains effective,
even as threats grow and change or new ones emerge.
Q. Speaking of change, regulations change and expand too
quickly for us to keep up. How do you all keep pace while offering our company
a compliant
records management program?
What you need to hear: Even outside of
your office, you must maintain compliance with current records management
regulations. We keep pace with relevant laws and industry guidance, including
HIPAA, the Sarbanes-Oxley Act, the Dodd-Frank Act, FINRA advisories and other
regulations.
Q. What kind of ROI can we expect by outsourcing our
records storage?
What you need to hear: For starters,
off-site records storage can free up valuable office space (yoga room,
anybody?). What’s more, when you maintain compliance through proper records
retention and secure document
destruction procedures, you avoid federal, provincial or industry
fines–some of which could be fatal to your bottom line and livelihood.
Q. Our records are spread among multiple vendors. How
would you go about putting them all under one figurative roof?
What you need to hear: We can do all the
heavy lifting for you—retrieve your records from other locations, sort and
organize them. Once that’s complete, we can also advise you on which
information may be better suited to other formats.
Q. You've given me all the right answers so far, but we
all know talk is cheap. Do you have references from satisfied customers?
What you need to hear: Let us provide you
with references so you can see how we've performed in both day-to-day
operations and emergency situations.
With File Solutions Ltd in your corner, you can be sure your
records will remain safe and sound—and accessible when you need them.
