Records Management Services
Records Management Services
The business process produces a lot of important documents that must be available and accessible at all times. It is always difficult for companies to store large quantities of documents and have them readily available. This has prompted VirtuSync to create a complete Records Management System which is a perfect solution for saving and tracking records and/or documents a company generates.
VirtuSync has created a dynamic storage facility to accommodate the needs of its clients. Our Warehouse is clean, fireproof and waterproof to ensure that your important records will in no way be damaged. Every document you store with us will be meticulously be taken care of, stored and kept completely safe and confidential. We assign a dedicated space to every client where their documents will be exclusively located, and we are happy to accord extra space to accommodate your ongoing needs.
Our portfolio encompasses a wide array of services that goes beyond storing documents for you. Some of these are:
- Document storage and retention management.
- A thorough tracking system for every record in our warehouse.
- Complete confidentiality.
- Scheduled and immediate delivery of any document to your office.
- Document scanning capabilities.
- The ability to ship your records anywhere globally.
- Custom reports per your specification.
- Complete shredding capabilities.
- An archive system
Storage & Retention
Most companies have a large amount of paperwork to manage. The dedicated VirtuSync staff will meet you to discuss the needs you have and the problems you are faced with when it comes to sorting through records, deciding what to save, what to discard and storing every document that must be kept for future reference. We will create an exclusive record management solution compatible with your business. Thereafter, we will train your staff to determine what records are to be saved. The records that are to be saved will be stored in our secure warehouse in the area that has been designated solely for your company.
Every document stored in the warehouse of VirtuSync is initially accorded a unique barcode. This enables us to keep track of who has handled each record, when it was last used and most importantly, exactly where the record is being stored. Our system offers the essential ability to locate any document in mere seconds. Documents have the probability of getting lost when they are placed in overflowing filing cabinets and stored in a back office. With our system, every document is tracked and immediately accessible. You will never have to waste time again searching for a document that is required immediately.
We at VirtuSync place a premium on the confidentiality aspect of our esteemed clients. That is primarily the reason why we reserve spaces that are exclusively dedicated to a single client, and why we so diligently track every stored record. There is not an iota of possibility of private or confidential records being seen by anyone who is not authorized to view them. We offer complete security for every item we store.
It is a common phenomenon that certain documents are required on a specific date and time. VirtuSync’s comprehensive system gives the flexibility to locate any record in the least possible time. Our designated staff can be reached at any time via phone, fax or mail to process your requests. We will locate the document for you, and have it delivered by fax, mail or in person. We have a customized fleet of company vehicles that are designated for the safe transit of your documents to our facilities. Each vehicle is secure, well maintained, climate controlled and comes with a top of the line alarm system. Our drivers carry fire extinguishers for the safety of documents which might arise during transit.
At your request, VirtuSync is capable to scan any complex document for your purpose. This enables us to store both the original and the digital record for your purpose. Once the record is scanned, it can be mailed at a moment’s notice to anyone and anywhere on your request. This is the best option to have a document without loss of time.
In certain instances, one may require documents to be shipped to numerous locations across the globe. VirtuSync has the ability to package and ship any or all your records to any destination of your choice. We are also able to receive, inspect and store documents that are sent to us via mail.
VirtuSync has the capability and expertise to customize reports desired by the client.
Reports pertaining to billing services, nature of documents stored, documents retrieved for review, list of records by department code or any other specific report can be made available at the least possible time.
Confidential Waste Disposal and Secured Paper Shredding
With time, some documents become irrelevant, despite containing confidential and privileged information. VirtuSync has complete shredding capabilities to appropriately dispose of any records that are not required to be stored. Simply intimate which records are to be destroyed and our staff will accomplish the same.
It is advisable to avoid the risk of losing important documents, having records be accidentally destroyed or wasting time trying to locate items that have been misplaced.
Contact VirtuSync today to learn how we can handle your document retention, management, and storage requirements.