Frequently Asked Questions
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1). Can I access my records anytime I need them?
Yes ! Alpha Records provides 24x7 delivery service. When you need to see
your records, just let us know by phone or by fax. Our delivery services include
standard delivery, which covers normal business hours, 8am to 4pm, Monday
through Friday. Our emergency delivery covers after hours, weekends and
holidays, and your documents are guaranteed to reach you within three hours of
your request.
2). How do you keep track of my records that are in storage?
We use a bar code system. You’ve seen them on everything from dog
food to CD players. With the bar code system we can scan and keep track of
anything that comes in or out of our facility. This saves time, saves work and
lessens the chances of error.
3). How does the bar code system work?
We give you a roll of bar-code labels. You put a bar-coded label on each
box you send to us and we also put barcodes on our racks. All we have to do when
you send us a box is scan the rack and then the box. The computer knows who the
box belongs to, and records that it came in that day. Then it posts the
transaction to your account. We also enter into our database a description of
the box including data ranges, alpha/numeric ranges, description, and destroy
date.
When you ask us to deliver your records we type the number into the
computer. The computer checks to be sure that record belongs to you and that
it’s in our facility, and not checked out. Then it prints out a work order,
delivery instructions and posts the activity to your account. It also prints a
list for us, which shows all the items in the order of their location so we
don’t waste your time running through our racks trying to get your delivery together.
At the end of the month, our system
records all activity and uses this to process the invoicing.
During regular business hours, 8am to 4pm, and under normal operating
conditions , Alpha Records will deliver and
pickup records the next business
day. If you need an emergency delivery, during regular business hours, we will
deliver your records within 2 hours of the time we receive your request.
5). Are your employees required to sign a confidentiality agreement?
Yes!
Alpha Records is committed to providing secure and confidential storage
for the records entrusted to us by our clients. The importance of
confidentiality is consistently stressed to our employees.
6). What security measures
control access to the building ?
Your records are stored in a locked facility. Only a minimum number of
our personnel have access to the storage areas. The facility is equipped with a
security system that monitors 24 hours a day. But of course we don’t publish
all of our security measures!
7). Can we use our own boxes for storage?
Yes, of course the better the box, the safer your records. We offer
specially designed and constructed storage boxes for sale.
8). How do I prepare our
boxes for storage?
Call Alpha Records at 304-255-9060 for a client package that contains all
the information you need to get you started.
9). How much space is available to us?
Our goal is to provide all the storage space you need. Our “Phase I”
area can house over 100,000 boxes of records.
10). Does the size of the storage box matter?
No, it can be as small as a shoebox or as large as a pallet.
11). Can we palletize our records for storage?
Yes, check with us for maximum dimensions
12). What is the cost of storing one box?
Please see our schedule of prices and service rates presented with our
proposal.
13). Do you provide for
storage of magnetic media?
Yes, Our climate-controlled vault is constructed of solid concrete walls,
floor and ceilings. This has resulted in a 4- hour fire rating.
14). What else can we store in your climate controlled vault?
Maps, corporate minutes or anything requiring a special environment.
15). What do I need to get started?
Just call us at 304-255-9060 to schedule your introductory meeting.