Records Storage
File Box Storage Units
Storage of client hard copy records in boxes the following sizes: 1 Unit = a standard file box 16" x 13" x 11"; 2 Units = a letter transfile box 24" x 13" x 11"; 3 Units = a legal transfile box 25" x 16" x 11". Any boxes over 2.5 cubic feet (3 units) are considered commodity storage. Boxes are barcoded and assigned to random bin locations throughout Eagle Rock Archives' secure warehouse using our automated inventory control system.
Open Shelf Storage
Storage of files on shelving rather than in boxes. Certain record types are more appropriately stored on shelves than in boxes. This service is charged based on a linear filing foot rather than a cubic foot. Files may be barcoded or kept in a sequential order that reflects the client filing system.
Delivery of Records
Delivery service for record units (boxes, files or other storage units) based on client demand and the retrieval process. (See definitions of regular, same day, rush and after-hours/holiday delivery and on front of Schedule A.)
Scheduled Pick-Ups of New Record Units and Return of Record Units into Storage
Pick up of record units based on a published schedule. Pick-up requests are scheduled for the next available pick-up date. Emergency fee applies if pick-up is required outside regularly scheduled times.
Fax on Demand / Scan on Demand Service
Delivery of records to client via fax or e-mail. Eagle Rock Archives retrieves requested record from stored box, locates specific document, faxes or scans information for delivery to client on demand, re-files the document into the file and the file into the box, and re-shelves the box. A warehouse search fee is billed in 15-minute increments and applies unless files are indexed at the document level. File retrieval/re-file is billed separately from Fax on Demand / Copy on Demand.
Will Call Service
Clients may pick up record units during normal business hours (see front). Record units are checked out at the Eagle Rock Archives’ office or loading dock only to authorized client personnel. Record units are made available for pick-up on client demand per the retrieval classifications on the front of Schedule A.
Conference Room Review and Business Services
Eagle Rock Archives’ tenant lounge is available to clients to review files. Business services such as copying, faxing, and Internet access are available
Retrieval and Timely Re-file Service
Retrieval service for record 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 on front.) Re-file services are scheduled based on the timely return of storage units to Eagle Rock Archives. Boxes and files returned are validated on the same business day they are received back into inventory.
Other Records Management Services
Accession of New Storage Units into Storage
This service includes the preparation and placement of a new record storage unit into storage. Included is the creation of receipt documents, acceptance into the warehouse, box bar-coding, entry of content and description information into the inventory control database, and box barcode, location barcode, scanning into the tracking and inventory control system and shelving the record unit.
Interfiling of Loose Documents or New Files into Existing Boxes
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.
Repackaging of Record Storage Units
Repackaging of torn, damaged, non-standard, or irregular boxes. Service includes: the box (with lifetime replacement guarantee), transferring of contents, re-writing the descriptive information, replacing the bar code and correcting the database 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 removal, and includes: a report of record units available for destruction, Eagle Rock Archives’ authentication, client destruction approval, verification, destruction of record units, creation of destruction certificate, and removal from the system.
Indexing Services
File Level Indexing
Eagle Rock Archives identifies and bar-codes 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 cartons or open-shelf filing ranges.
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.
Consulting
Strategic Records Retention
Upon client request, Eagle Rock Archives 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).