Secure Vital Records Storage
The Importance of Managing Vital Records
Your organization can function without data, and there are certain essential records that are more important to a business than other types of documents. For these vital records, storage in a safe, secure environment is a must. Not only must they be protected, but they must be easily accessible. Armstrong Archives offers secure vital records storage to ensure your organization’s essential documents are available when you need them.
Examples of Vital Records
What are vital records? One source defines them as any essential documents or files that will be needed “anywhere from a few minutes to 24 hours after a disaster to get your office up and running again.” These are records that would be very difficult or expensive to recreate, if they even can be recreated.
Examples of vital records include legal documents, tax records, insurance policies, employee records, production blueprints, permits, patents, and business contracts. Each of these types of vital records can be essential for a company’s survival, recovery, and continued legal compliance in the face of various challenges.
Secure and Strategic Offsite Storage
While an empty office space might seem like an option for storing vital records, offsite vital records storage offers significant advantages. Offsite facilities boast enhanced security with controlled access and fire protection, mitigating risks like theft, fire, and natural disasters. Facilities offering climate-controlled records storage provide optimal environmental control to preserve records and ensure compliance with industry regulations. For these reasons, Vital records storage should always be handled offsite rather than on your premises.
With Armstrong Archives’ secure offsite storage for vital records, you can feel confident that your essential files will be properly preserved and there when you need them. Our facility provides clean, secure storage that ensures your records will be there when you need them. And quick, convenient access to your records is just a phone call away.
Customized Vital Records Management
Understanding the unique needs of each industry, Armstrong Archives goes beyond generic storage solutions. We offer industry-specific, customized vital records management that caters to the specific regulatory requirements and document types prevalent in your field.
Here are a few examples:
- Healthcare: Armstrong Archives understands the sensitive nature of medical records and offers HIPAA-compliant storage, secure document scanning for easy digital access, and efficient destruction of outdated files.
- Energy: They cater to the needs of oil and gas companies by providing secure storage for well management documentation, ensuring proper preservation of technical and regulatory documents, and facilitating document scanning for digital accessibility.
- Construction: Recognizing the importance of project plans and permits, Armstrong Archives helps construction companies streamline document management, improve retrieval times through efficient indexing, and free up valuable office space by offering secure offsite storage.
By partnering with Armstrong Archives, businesses across various industries can benefit from tailored solutions that address their specific vital records management needs, ensuring compliance, security, and efficient access to critical information.
Advanced Protection and Privacy
Armstrong Archives prioritizes the protection and privacy of your vital records. Our state-of-the-art warehouses feature multi-layered security measures, including restricted access control, 24/7 surveillance, and advanced intrusion detection systems. We adhere to the strictest industry standards and federal privacy regulations, including HIPAA, GLBA, and FACTA, to safeguard the confidentiality and integrity of your information. When in digital format, your records are encrypted and access is granted only to authorized personnel following a rigorous vetting process. We are committed to providing you with complete peace of mind, knowing your vital records are protected with the utmost care.
Streamlined Access and Retrieval
In addition to seeing your inventory online 24/7, you have access to an efficient retrieval process that’s user-friendly and convenient. There are three ways to access your stored records:
- Have a document delivered to you with same-day service,
- Use our scan-on-demand service to have a document scanned and emailed to you the same day, or
- Come to the warehouse and retrieve what you need, or review your records in our comfortable, secure viewing room.
These three options make it easy to easily access your records so you can keep your company operational in any conditions.
Trusting Armstrong Archives with Your Vital Records
At Armstrong Archives we have a strong commitment to security, reliability, and customer service. When you need trusted, dedicated records storage services, contact Armstrong Archives for more information or to request a quote. We’re here for all your vital records storage needs.
