Our Services
Records Management
Today, many businesses are looking for more than just records storage, they need records management solutions.
What is Records Management?
The ISO 15489: 2001 standard defines records management as "...... the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".
Stronghold Records Management provides your organization with the following aspects of records management :
- Identifying and classifying records. Our web access information management system creates a database listing of your records stored with us. You have access to the database online and also in hard copy for your records.
- Storing semi-active and inactive records. Records must be stored in such a way that they are accessible and safeguarded against environmental damage. Our record centre is monitored by a heat detection system, a security alarm system, and protected by metal and concrete construction.
- Accessing stored records. Our information management system, utilizing barcode labels, allows you the flexibility to have records retrieved from storage and back to you. The system tracks all movement from the time they are taken off our shelves and sent back to you until they are returned to our record centre. You know where your documents are at all times.
- Retention and destruction policy. We record and input your planned destruction date into our information management system at the time you add a box. Our system generates a report that advises you when destruction dates are coming up. You review and decide whether or not to proceed with permanent destruction.
- Permanent Destruction. Upon receiving written direction and authorization, we will shred documents you no longer need to retain for operational purposes. We provide you with certification of the destruction.
