Offsite Records Storage
Securely store and manage records, files, and data in VitalRecords® secure document storage facilities.
WHY VRC
Offsite Records Storage
Protect your physical and electronic records without disrupting your business’s ability to access information in offsite records storage facilities. Our records and information management (RIM) specialists work with you to establish a secure document storage solution.
End-to-end Document Storage and Management Solutions with VitalRecords®
Manage paper documents, electronic records, media tapes, and other data formats. We offer full-service records and document storage solutions including paper document storage and document scanning and cloud storage.
Secure Document Storage with VitalRecords®
To protect your records’ privacy and integrity, strict security protocols complement 24/7 monitoring with cameras and motion detectors in our climate-controlled document storage facility.
VitalWeb® Record Management System with VitalRecords®
Through our records management software, clients can request files, immediately view digital records, and perform any other record management tasks without leaving the office.
Over 170 Records Storage Facilities with VitalRecords®
VitalRecords® is able to provide records storage services and document management solutions on a national scale—while maintaining the local service you deserve.
VRC SERVICES
Offsite Storage Solutions for Records, Data, & Document Management
VRC can tailor its services precisely to the needs of your business.
Secure Document Storage
Protect, manage, and access physical documents and electronic records in a secure storage facility.
Specialized Storage
Store your private collectibles in a private vault designed to your exact requirements.
Tape Storage
Preserve your critical business data and protect private information from theft by storing it in our off-site media vaults.
Underground Storage
Add an extra layer of security by storing your invaluable items in one of our underground facilities.
VitalWeb®
Completely manage your information online in one easy-to-use records management system.
FAQs
Your Offsite Document Storage Questions, Answered
Want to learn more about how our offsite services can further streamline your operations? Read through some of our frequently asked questions to see how our solution addresses your storage and management needs.
What is the purpose of record storage?
Effective record storage and record keeping help you locate the information you need when you need it. It promotes the creation of accurate records to keep your information organized and available.
What type of documents should I store at a records storage facility near me?
Due to compliance purposes, some paper records must be maintained and stored for a certain period. Offsite storage is recommended as a good storage option for inactive documents that are used less frequently. It also eliminates paper documents that can quickly overtake your desk and office space. Document storage companies enable you to keep your records secure without sacrificing prime office real estate.
Are my documents at risk if I store them in-house?
Yes. In-house storage puts sensitive business information at risk of theft. Unprotected or unforeseen natural disasters, such as accidental fires or floods can also destroy essential and irreplaceable information. Secure document storage facilities use climate and humidity controls to regulate temperature and fire suppression technology to protect your documents.
What’s the process to store my records with VitalRecords®?
Our background checked drivers come to your location, pick up your physical files, and safely relocate them to one of our secure off-site records storage facilities. VRC’s indexing specialists can also organize and categorize your files, making them easy to find.
How can I access my stored documents?
VRC offers industry-leading turnarounds. You can get standard delivery, either physically or digitally, through our scan-on-demand service. RFID tracking provides you with end-to-end insight into where your information is at all times.
What are the advantages of RFID technology?
With our point-to-point RFID tracking technology, VitalRF, you have complete visibility and control over your information assets’ location. Our tracking system facilitates the quick location of inventory to fulfill scan-on-demand and retrieval requests.
What if I need to store other record types, such as media?
That’s no problem. Our offsite tape vaulting services help you maintain the integrity and value of your files by storing magnetic tape backups, historical film, art, and photographs.
How much do records management and document storage cost?
The cost of storing your records is dependent on the amount and type of documents or media you want to keep. Suppose you’re currently feeling locked into your existing storage contract. In that case, VRC also offers transfer fee coverage to help you move your records safely to one of our facilities for maximum cost savings. Reach out to our specialists to discuss pricing options that work with your budget.
Can VitalRecords® meet my enterprise document storage needs?
Absolutely. VRC is one of the best document storage companies nationwide and works with businesses of all sizes. We provide records storage services and information management solutions on a national scale with a local support team to help you when you need it.
What chain of custody processes do VRC’s secure document storage offer?
Our document storage centers follow chain of custody protocols, allowing you to check the status of all your documents at every stage of the storage and retrieval process. All of our facilities are SSAE-18 validated and meet NARA and PRISM Privacy+ compliance requirements.
How secure are your offsite facilities?
Our record centers offer exceptional security, including camera and motion detectors monitored 24/7 to protect your critical business records and data backups.
How do I manage my stored records?
Our records management system, VitalWeb®, enables you to manage records, request service, search for files, add new records, order document deliveries, and more. Run customized reports on your stored data and check the status of all your records. Our real-time dashboard enables you to be in control of all of your stored and scanned information.
What are your VitalWeb® key features?
Using VitalWeb®, you have access to:
- Inventory tracking
- Customizable, automated reporting
- Multi-level user role assignments and departmental infrastructure
- Built-in retention scheduling
Does VitalRecords® provide full-service information management services?
We do. From document scanning to shredding services, our solutions are designed to help you manage and govern your information across its entire lifecycle.