Hard
Copy Records Storage
Record
Storage and Management of client hard
copy record storage boxes in the following sizes:
Size 1 = less than or equal to 1.2 cubes (standard
letter/legal box’ 10”H x 12”W
x 15”L); Size 2 = 1.3 to 2.2 cubic feet
(typical letter transfer case); Size 3 = 2.3 to
3.2 cubic feet (typical legal transfer case).
Any boxes over 3.3 cubic feet are considered commodity
storage. Boxes are bar-coded using state-of-the-art
DocuData Records Management Inventory Control
System, and stored in random bin locations throughout
the Great American Record Management Secure
Commercial Records Center.
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Online
Access to Your Business Records Inventory through
EDC RCWeb
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With
Great American Records Management’s state-of-the-art
DocuData RCWeb records inventory control software,
clients have On-Line
Access to your Business Records,
and are able to perform several functions from
the convenience of their computer, including:
querying the database, identifying the boxes or
files that they need, placing a retrieval and
delivery order out of storage, editing inventory
information, generating reports, monitoring the
status of orders, adding new inventory, ordering
new supplies and services, and more… |
Delivery
and Scheduled Pick-Ups of Records |
| Delivery
service for record units (boxes, files, other
storage units) is based on client demand and the
retrieval process. Pick-up of record units are
based on a published schedule and are scheduled
for the next available pick-up date. |
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Regular
– next day delivery before 5 p.m. (request
received by 11 a.m. previous day) |
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Same
Day – delivery within 4 hours of
request during normal business hours |
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Rush
– delivery received with 1 hours
of request during normal business hours |
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After-Hours/Holiday
- available upon request |
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| Normal
business hours are Monday through Friday, 9 a.m.
to 5 p.m. |
Retrieval
and Timely Re-File Service |
Retrieval
Services for records units are on client demand.
Retrievals are classified as Regular, Same Day,
Rush or After-Hours/Holiday, based on definitions
under Delivery and Scheduled Pick-up. Re-file
services are scheduled based on the timely return
of storage units to Great American Records Management.
Boxes and files returned are validated on the
same business day they are received back into
inventory, and exceptions are cleared no later
than the next business day with client. |
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Clients
may pick up record units during normal business
hours at our storage warehouse. Record units are
checked out at the Great American Records Management
office or loading dock located at 151 Castilian
Drive, Goleta, California, 93117, only to authorized
client personnel. |
Conference
Room Review Service |
The
Great American Records Management conference room
is available to clients to review files and/or
hold meetings requiring the use of those files.
Clients who wish to review boxes or files over
several hours or days must reserve the conference
room in advance. Business services such as copying,
faxing, and Internet access are available. |
Scan/Fax-on-Demand
Document Delivery |
Great
American Records Management provides scanning
of hard copy records from storage to digital images,
which are stored in our secure digital storage
data center and then can be viewed along with
your hard copy index inventory from anywhere in
the world, by simply logging onto our EDC Web
system. The documents can also be faxed. |
The
benefits of Scan-On-Demand are numerous: |
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Affordable
– we scan only what you want, when you
want it |
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Convenient
– once we scan and store the image,
we notify you by email and it’s accessible
to you at any time by simply logging onto
our secure web site |
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Secure
– complies with regulations concerning
access to information and privacy laws |
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Import
Functions – TIF, PDF, PNG, BMP, JPG,
PCX, DCX, and TGA image files |
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OCR,
Zone OCR & OCR Indexing – optical
character recognition (OCR) for use in other
documents or to perform searches; automatic
indexing of all words, or zone indexing for
indexing a specific area of a page |
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User
Annotations – clients can write information
on an image (without modifying the original),
highlight a certain paragraph for somebody
else to read (without modifying the original),
and the original can be viewed with or without
the annotations |
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