Tuesday, 9 July 2013

10 Questions for a Potential Records Management Partner

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. 

Wednesday, 3 July 2013

Dog Days Of Summer

Have you heard that line…  it’s so hot you could fry an egg on the hood of your car.  My friend told me about someone who did just that. This heat seemed like the perfect opportunity to test that theory. So he tried it. Dumb move the guy admitted. It didn’t really work.

The yoke got into the windshield washer nozzle, and the clear gooey whites ran down and dripped on the fender and now his car smells a bit like it drove through the breakfast kitchen at Denny’s. Lesson learned. Car hoods are not effective cooking devices no matter how hot it feels.

Maybe the heat made him do it. Heat does seem to make people do strange things. 

In the heat of these days I just wanted to remind you that File Solutions Ltd is continuing to manage the documents and files of companies just like yours throughout our region. If you are feeling the heat of dealing with your inactive and archival file situation, then let us cool things off for you by providing the relief of our comprehensive storage management solutions.

Records and information management is critical to business continuity, legal compliance, customer satisfaction and profitability. Let me help you discover the perfect solution for your business!

Enjoy the rest of your summer!