Pacific Records Management

Improperly classifying, managing and storing business records can result in lost time and productivity, which could stifle your business operations (not to mention the consequences of possible fines for SOX, GLB or HIPAA non-compliance). Documents and files permanently lost from a disaster can affect the long-term survival of your company. Our Records Services allow for the protection and organization of your business records throughout their lifecycle. Combined off-site storage, data protection, secure shredding and document imaging solutions enable your business to operate efficiently and serve as a foundation for your Disaster Recovery plan. Off-Site Records Storage Pacific Records Management’s off-site storage solution provides a secure environment that minimizes theft, fire and water damage for your business records. Each carton and file stored within our records center is individually tracked with our inventory management system. A secure web interface provides a portal which enables you to view a complete listing of your off-site inventory as well as the ability to manage and retrieve individual records and files at a moment’s notice. Secure Document Shredding When your records have reached the end of their lifecycle, our secure shredding service insures that your documents and files are destroyed confidentially. We provide small businesses with both on-site and off-site document shredding services. Once your files and documents have been shredded, we provide you with a Certificate of Destruction for your records. Data Protection Pacific Records Management’s data protection services provide secure off-site storage, specially designed for the preservation and protection of backup media. If your business has yet to implement a backup solution, our E-vaulting solution insures a secure and consistent online backup schedule. Document Scanning Services For clients looking to reduce the flow of paper within their organization, our document scanning solutions enable the secure conversion and imaging of documents and files into a digital format. Scan on Demand allows you to store your records off-site and conveniently scan them electronically on an as-needed basis.

To Scan or To Store? Managing a trail of paper records can be a daunting task for any business. Documents need to be properly stored and managed, and must be accessed in a timely manner in order to support your business processes and meet regulatory requirements. Properly and efficiently converting files to a more convenient digital format requires expertise, equipment and processes most organizations don’t have. Convenient, Affordable and Secure Pacific Records Management’s outsourced document scanning services provide an affordable and convenient solution for the successful conversion of paper records into a digital file format. We provide a thorough consultation that enables us to customize a scanning solution that best fits your business needs and budget, while our project management process allows for the timely and precise completion of your conversion project. We are committed to preserving the security of your business records during the scanning and conversion process. Our screened scanning experts are trained to handle private and confidentiality information while strict chain of custody protocol is maintained during the transfer, scanning and conversion phases. Our Scanning Process -Your documents are transferred in GPS-tracked and alarmed vehicles to our secure document scanning facility where they are prepped for scanning. -We remove binders, staples, paper clips, sticky notes, etc. -High-speed, production-grade scanners capture and convert your hard copy documents to electronic images. -Our quality control staff follows strict procedures to ensure that each image was accurately captured. -Indexing software is used to make your documents searchable by specific keywords, while -Optical Character Recognition (OCR) technology gives you the ability to search for any phrase within a digital file. -Your digital data is transferred to a media format of your choice. Scan on Demand For clients looking for a secure off-site storage solution combined with the accessibility of electronic documents, Pacific Records Management offers Scan on Demand services. This budget-friendly solution allows you to store your files off-site and scan important documents on an as-needed basis. The advantages of document scanning include: -Improved personnel productivity -Quality control and workflow improvements -Elimination or reduction of misfiling and document loss -Reduced paper use -Storage space cost reductions -Improved customer service -Chain of custody management and reporting -Nearly infinite search capability -24/7/365 document access -Information security -Reduction in data breach liability -Concurrent authorized user access Document imaging is an efficient electronic document management system. This powerful tool provides your organization’s authorized users with the ability to capture, store, and archive their documents for convenient retrieval and sharing.

A focus on safeguarding and preserving data is the foundation for any business continuity and disaster recovery plan. The ability to recover critical data at a moment’s notice can affect your organization’s long-term viability. Protecting confidential business and client data from theft, loss and destruction are integral parts of corporate due diligence. Pacific Records Management’s suite of data protection services help our clients preserve their data while also meeting information protection regulations. Off-Site Data Storage and Media Rotation Integrating an off-site storage solution into your backup routine helps prevent a catastrophic loss of data. Pacific Records Management’s Class 125, 4-hour rated Durasteel media vault is designed especially for the storage of backup media. Environmental temperature and humidity controls meet ANSI standards and help to preserve your magnetic and optical media over the long term. In the event of a disaster or an audit, you are assured the integrity and reliability of your data. A combination of biometric hand recognition, intrusion prevention, and digital video surveillance systems provide reliable, round-the-clock security. Whether your backup schedule is daily, weekly or monthly, a Pacific Records Management professional courier will securely transport your media tapes to our media vault in a GPS-tracked and alarmed vehicle. Your media is barcoded and its movements and storage location within the vault are tracked to allow for rapid retrieval and delivery. A web interface to our inventory control system allows you to manage your tapes, adjust your rotation schedule, and recall specific volumes. E-Vaulting Pacific Records Management’s E-Vaulting services eliminate the risks associated with backing up data internally. Our data protection experts will work with you to help identify the key data on your office network. Once your key data has been identified, we will remotely back up your data online during off hours where it is automatically sent to our electronic vault. Your data is encrypted and secured through a network that has a number of built-in safety and security measures. In the event of a disaster or emergency restore, your vital data can be deployed to any business location within hours. Secure Destruction When your backup media has reached the end of its useful life, it’s crucial not to break the information security chain that was so carefully maintained during the backup lifecyle. To be absolutely sure your confidential information stays that way, use Pacific Records Management’s Hard Drive Shredding Services to securely destroy your hard drives, backup tapes, optical media, and more. From creation to destruction, we help protect your organization’s sensitive information.