File Storage

At Business Archives of Orlando, our mission is to help our clients save time, money, and headaches. We do this by making the records management process work for companies that archive their documents and retrieve records using the "needle in the haystack" method. With Business Archives, no more time is wasted digging through boxes and boxes of old files in a cramped storage room or a hot warehouse looking to find a document.

See our Document Storage Services page for more details on the specific services we offer.

Business Archives helps you to make Business Records Management an integrated part of your business so that your operation runs more smoothly. This is how we do it:

Records Management

First things first. We review your current records management practices and determine the most appropriate method of file storage based on your likely file retrieval needs. Then we will recommend cost-effective solutions for filing, storing, locating and purging your records. See How To Store Files for information on filing methods.

Document Storage

Once we have your files properly packed, we will transfer the files from your office to our storage facility. We will then attach a bar code label to each box and scan it into our computerized tracking system for 100% control. Next, we enter the description of files for each box into our database for tracking and reporting purposes. Your files will be stored in our climate controlled, electronically protected warehouses where they will be safe from fire, water, theft, dust and vermin.

Document Tracking

We provide total computer indexing of your offsite files, with instant reference and retrieval through our proprietary software. You'll get monthly updates by department and box displaying exactly where every file is located. This information is available in hard copy, diskette or via the internet. Click on Sample Report to see how our inventory reports are formatted. It's absolutely the best system anywhere.

Document Retrieval

Need a document? You have several options.

• Delivery - If you need a document or carton delivered to your office you can request it over the internet, fax a request or phone us. We have two delivery runs a day - morning and afternoon. If you make your request in the morning, we will deliver your documents that afternoon. Requests received in the afternoon will be delivered the next morning. We offer special delivery for "rush" and "after hours" requests.
• Document Imaging (Scan On Request) - upon request, we will pull the document(s) you need and scan them. They can then be emailed to you or you can download them after logging in to TrackEasy.
• Fax - upon request, we can fax the documents you require
• Phone - when appropriate, we can retrieve the documents and give you the required information over the phone
• Pick Up - you can come by our office and pick up a file at your convenience during office hours

Document Disposal

In order to keep your storage costs to a minimum, our system gives us reminders as to when it is time for documents to be disposed of. The timing of these reminders is based on the standards described on our Document Retention page. We notify you of the pending disposal and, with your approval, complete the destruction of the documents. This "pending approval" status allows you to review the documents' status in case there is a reason for further retention.