Superior Records Management Solutions

Paperwork is the largest overhead expense in any organization. Businesses spend billions a year designing and printing forms but spend 20 times that amount for filing, storing, and retrieving then, and even more processing, maintaining, and distributing them. Consider the following:

• Managers spend an average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or “lost” information (Cuadra Associates)
• Office workers can waste up to two hours a day looking for misplaced paperwork (Records Management, General Services, State of Tennessee)
• Computer users spend 7.5% of their time on a PC looking for files (Survey reported in Information Week)
• 67% of data loss is directly related to user blunders, making them 30 times more menacing than viruses and the leading cause of data loss (Tandberry Data, 1998)
• Companies typically misfile 2% to 7% of their paper and electronic records(From survey conducted by New York City chapter, ARMA International).
• At any given time, between 3% and 5% percent of an organization’s files are lost or misplaced (Information Week)
• 7.5% of documents are lost forever” (Cuadra Associates)
• The average cost of recreating a one-page document is $180 (Information Week)
• Large organizations lose a document every 12 seconds(Cuadra Associates)

Carolina Records Center has a simple, cost-effective, common sense approach to modern records management that can save your organization time and money.

Our secure warehouse facility is climate controlled, fully wet sprinklered and has digitally recorded camera surveillance. We are conveniently located on US Highway 1 South in Vass, NC.

Business records hold vital enterprise information critical to your ongoing operations as well as recording financial and legal records. But managing these records – keeping them safely out of the way but accessible when you need them – and disposing of them when legally appropriate – is consuming more and more of your budget with each passing year.

With Carolina Records Center’s Document Storage solutions, you’ll get modern, secure, cost-effective services that help you harness your ever-growing paper monster:

• Free up valuable office space by storing your records in our highly secure offsite facility
• Stay in control with 24/7 access to your records with our ActiveWeb Internet portal, phone, email or fax
• Complete audit trail for chain of custody from pickup to delivery
• Create a records retention program that meets legal and regulatory requirements and automatically tracks your documents.
• Comply with the FTC’s Disposal Rule for destruction of sensitive documents.
• Comply with HIPAA Rules

When you outsource your records management to Carolina Storage Centers, you’ll benefit from our experience working organizations of in every industry. Let us show you how to gain control over your paper monster, reduce risks, and control your storage costs.

All documents are not created equal and not every document needs to be imaged. Our Document Scanning Scan-On-Demand solution allows you to scan and digitize new documents, convert old ones to digital formats and archive everything in digital form in the cloud. This common sense approach to document conversion & data migration will allow you to modernize your document manage methods and to do it in a cost-effective way. Digitize only the documents you will need to access and store the rest in hard copy form. If you happen to need one of the archived hard copy documents we will retrieve it, scan it and send it to you rapidly.

New York City did an exhaustive study of back-file conversion to digital storage versus hard copy archival storage and concluded that scanning 100% of your documents is not a cost-effective strategy. The cost of imaging can never be recovered by savings in warehouse storage costs of hard copy documents.

Our scanning related services include:

• Back-file Document Imaging – Quality bulk conversion of existing records to electronic form.
• Forward Imaging -Convenient, cost-effective imaging for new/current documents.
• Scan-On Demand – Quick retrieval and imaging service for hard copy documents with low retrieval rates.
• HIPAA compliant systems.

Document Shredding

Just when information security and disposal laws are growing increasingly more demanding and penalties more certain, businesses are producing more information than ever. Proper secure disposal is the law for many sensitive financial and health information documents. The use of a records company to securely dispose of your old documents meets the FTF Disposal Rule requirements.

With Carolina Records Center Secure Document Shredding services, you’ll be able meet your safely concerns and destroy unnecessary hard copy documents in a cost-effective manner.

• Maintain chain of custody from pickup to destruction
• Stay compliant
• Documents your destruction program with our Certificates of Destruction.
• You will be green! All shredded materials are recycled.