Accession
of New Storage Units into Storage
This
service includes the preparation of a new record
unit into storage after the initial inventory is
complete. Included in this service is the creation
of receipt documents, acceptance into the warehouse,
box-level indexing and box bar-coding, location
bar-coding, scanning into the inventory control
system, and shelving the record unit. |
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Interfiling
of Loose Documents or New Files into Existing
Boxes
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| Clients
may request that a record unit which has not previously
been stored be inserted into a record unit that
is part of existing stored inventory. Clients
must clearly indicate the box number and/or file
description that the item should be placed into.
Interfiling includes indexing the record unit,
bar-coding it, scanning to the parent unit and
placing it in the parent unit. |
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| Repackaging
of torn, damaged or non-standard or irregular
storage boxes for new accounts during the initial
inventory process or any time after the initial
inventory. The Service includes the box itself,
transferring the contents, re-writing the descriptive
information on the new box, replacing the bar
code and correcting the data base reference. |
Record
Destruction & Certification Service |
This
service provides authentication and destruction
of records that have completed their useful and
required life. The process requires record unit
retrieval and permanent remove, and includes:
a report of record units available for destruction,
Great American Record Management authentication,
client destruction approval, verification, destruction
of record units, creation of a destruction certificate,
and removal from the system. |
Permanent
Removal of a Storage Unit |
| This
service expedites an orderly permanent retrieval
and check-out of a box or file from inventory. A
permanent retrieval requires a regular retrieval
and includes data entry, palletization, check-out
authentication and reconciliation either to the
destruction process or to the client at our loading
dock. If the client requires delivery to another
location, delivery is charged at the appropriate
delivery rate. Payment for permanent retrievals
of boxes at the termination of a storage agreement
is required in the form of a cashiers check. |
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Based
on client requirements, a variety of pre-formatted
and custom reports are available from our inventory
control system. |
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Great
American Records Management identifies and barcodes
each file based on the client's specific requirements.
The information indexed is defined by the client
and is based on the criteria required for finding
files within client boxes. |
Standardization
of Record Series Names |
Clients
using several names for the same types of records
may choose to homogenize the record series names
for more efficient retrieval. Standardization
is performed after an inventory and includes:
a sorted list of record series names, the quantity
of record units in each series; one hour consultation
review, and correction of the database reference. |
Strategic
Records Retention |
Upon
client request, Great American Records Management
can provide a retention scheduling strategy designed
to reduce the volume of business records in off-site
storage over time. Service includes research of
federal and state laws and regulations, as well
as industry best business practice guidelines
for each record series. The approach applies traditional
records retention methodology in a non-traditional
manner by focusing first on the highest volume
record series and using a top down method to develop
strategies that meet corporate, legal, financial
and work process requirements (typically over
a 60-month timeline). |
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