RECORDS
Records Management Services
Records management is more than just records storage. Records management is a full service solution for managing your records which includes providing packing materials and supplies to our clients; picking-up and dropping-off your records to your place of business; barcoding and indexing the information associated with your records into our computer database; storing your records in a safe, secure, and organized environment; scanning your records into digital format at your request; retrieving and delivering records to you that are already in storage and refiling the record to its stored location when you are finished with it; and lastly helping you to develop a retention policy at your request and securely shredding unwanted materials.
- Records Storage
- Scanning & Digital Storage
- Packing & Supplies
- Pick-up & Drop-off
- Indexing & Barcoding
- Retrieval & Delivery
- Retention & Shredding
Records Storage
Each client’s records are assigned a specific space which is recorded in our database for quick retrieval. The majority of our client’s records are placed in a rack section with a capacity of 140 legal/letter storage boxes or 56 legal boxes. All racks are built solidly and tested to prevent from tipping or collapsing.
Data vault storage is also available for computer tapes, microfiche/microfilm, x-rays, electronic data, and other important data such as Disaster Recovery Plans.
DCI Records Management takes every precaution to ensure that your records remain safe and
secure including protection from fire, flooding, and
theft. For a full list of safety features, visit our
safety & security page.
Scanning & Digital Storage
DCI Records Management Center can help your business convert paper documents to an electronic format to help minimize storage space and to allow documents to be sent to you electronically via e-mail. The digital cartridges can then either be stored in our climate-controlled data vault or returned to the client. Once we finish scanning your records, we can return the original paper copies to you or shred them.
We can also make multiple copies during the scanning process to create backups that can be stored at more than one location to ensure maximum safety of your records.
Packing & Supplies
DCI Records Management Center makes empty storage boxes and other supplies available to our customers for small fee. The most common storage box is the letter/legal box which is 12″ x 101/4″ x 15″ in dimension. Other sizes are available upon request including the letter file box (12″ x 101/4 x 24″) and the legal file box (15″ x 101/4″ x 24″). Clients are not required to use boxes supplied by DCI Records Management Center, nor do client’s boxes have to follow one of the sizes mentioned above. Special pricing will be worked out with the client for uncommon or odd-shaped boxes or containers.
Other supplies are available for purchase including
bubble wrap, boxing tape, shredded paper, tubes,
special x-ray file boxes, microfiche/microfilm,
computer tapes, and dust and moisture covers
which can enclose a 20 box shelf section.
Contact us for pricing.
Pick-up & Drop-off
DCI Records Management Center provides prompt dependable courier service to pick-up your records or get them to you when you need them. There is no charge for initial pickup of records provided the records are readily accessible.
We are located 5 minutes from downtown Shreveport but can pick-up records from clients located throughout the region. Customers can also have documents faxed to them free of charge (long distance charges may apply).
Emergency deliveries are available for records and computer tapes 24 hours every day, 7 days a week.
Indexing & Barcoding
Once your boxes have been picked up, our trained staff will record your box numbers, file contents, and other valuable information necessary to locate these materials immediately upon your request. The information that we record during indexing can be tailored specifically to our client’s needs. Clients who wish to frequently purge unnecessary files can assign destruction dates to their records which can than be recorded in our database. Custom reports can be generated at our client’s request and mailed or faxed to you the same day. We use your own personal numbering or barcoding system if one exists so there is no need for you to adapt to our numbering system.
Our database of indexed boxes/files are backed up regularly to ensure that your materials can be found despite any computer crashes, technical glitches, or other unforeseen accidents. The password-protected database is also maintained from a limited access room secured by an alarm system to prevent theft or unauthorized access to our database. You can rest easy knowing that any sensitive, classified, or confidential information will stay safe and secure.
Retrieval & Delivery
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Retention & Shredding
Why continue storing records that you know you will no longer need to reference in the future or you are not legally required to retain? DCI Records Management Center can help you develop a retention policy tailored to your business or designed to adhere to industry standards. We will work with you to develop a system to regularly destroy documents that are scheduled to be destroyed through our secure shredding services.
Client space can be made available by request to our customers to personally review records that are strong candidates for destruction. In addition to destroying records that are currently stored at one of our facilities, DCI Records Management
Center can also pick up large quantities of records
from your place of business to be shredded securely.
Storage Industry
Several industries are notorious for creating mountains upon mountains of documents and specialized materials specific to that industry including medical practices, health care institutions, legal professionals, government agencies, real estate agents, mortgage companies, title companies, architectural firms, engineering firms, among a variety of other industries.
DCI Records Management can help to develop a storage strategy and a retention policy tailored to your business. We will even pick up your existing documents for free to get you started. Contact us today for additional information.
- Medical & Health Care
- Legal
- Government
- Real Estate, Mortgage, & Title
- Architectural & Engineering
- Other Industries
Medical & Health Care
The medical and health care professions are known for producing an abundance of documents and materials which may include x-rays, medical records, patient histories, insurance records, financial documents, referrals, and test results that can quickly pile up if you do not have a proper system in place for securely storing and retaining these files. With the implementation the Health Insurance Portability and Accountability Act of 1996, you may be accumulating even more documents than you care to handle.
DCI Records Management can develop a storage strategy and a retention policy tailored to your medical practice or health care institution. We will
even pick up your existing documents for free to
get you started. Contact us today for additional
details.
Legal
The legal profession produces hundreds of documents each day including wills, deeds, trusts, contracts, meeting minutes, affidavits, court orders, briefs, powers of attorney, petitions, depositions, and other case-related materials. Often a variety of other non-paperwork is required to kept with these files including X-rays, blueprints, and evidence. Depending on the type of material, you may be legally required to keep these documents for a specified number of years.
DCI Records Management can help you or your firm develop a storage strategy and a retention policy tailored to your practice. We will even pick up your existing documents for free to get you started.
Contact us today for additional details.
Government
Many government entities produce a large volume of documents that can quickly cause an office desk to pile up similar to the desk pictured at right. Managing the information and documents can be quite tedious and disorganized without a proper system designed to fit your organization’s workflow. Why not outsource this service to DCI Records Management Center who has over 20 years of records management experience and who will work to make sure your records remain safe, secure, and organized.
DCI Records Management can develop a storage strategy and a retention policy tailored to your government agency. We will even pick up your
existing documents for free to get you started.
Contact us today for additional details.
Real Estate, Mortgage, & Title
Real estate agents, mortgage companies, and title companies can generate stacks upon stacks of paperwork including deeds, titles, inspection documents, offers, contracts, addendums, closing documents, photographs, listings, appraisals reports, escrow papers, and a plethora of other materials that when added up, can take up valuable real estate. State laws often times require that certain documents be retained for a specified number of years.
DCI Records Management can help you or your company develop a storage strategy and a retention policy tailored to your business. We will even pick up your existing documents for free to
get you started. Contact us today for additional details.
Architectural & Engineering
Architectural and Engineering firms produce a variety of oversized documents and specialized materials such as blueprints, drawings, renderings, models, maps, spec sheets, designs, patent records, contracts, and digital CAD files to name a few. Due to regulatory and industry requirements, you or your firm may be required to retain these documents and materials for a specified number of years.
DCI Records Management can help you or your firm develop a storage strategy and a retention policy tailored to your business. We will even pick up your existing documents for free to get you started. Contact us today for additional details.
Other Industries
Excessive paperwork is not limited to the industries listed in the left menu. Many businesses produce a large amount of files and documents such as contracts, client files, financial documents, tax records, proposals, planning documents, and so fourth while you simply may not have the room to store such documents. DCI Records Management has a solution for you and your business to effectively manage your records.
DCI Records Management can help you or your company develop a storage strategy and a retention policy tailored to your business. We will even pick up your existing documents for free to get you started. Contact us today for additional
details.