are common questions and answers about our services at OFFSITE.
OFFSITE offers you superior personal service, second to none. Our company is built upon the philosophy of building and maintaining a close personal business relationship with you. We work closely with you at all times--even long after we first provide service to you. In order to serve you to our best ability, we stay in touch with you to respond to the needs of your company as they evolve. Also, you can always reach a live person at OFFSITE who is ready to take your order and respond to your needs, 24 hours a day, 7 days a week, 365 days a year.
In a word: Technology. We use a records management system, that is a combination of software and hardware that enables OFFSITE to track your records every step of the way, starting at the time a records box or computer data container is first picked up from your company. Bar code labels are affixed to your items, and then scanned by our delivery personnel to verify your work order and ensure 100% accuracy every time. Once your items are scanned, you are handed a receipt listing each barcode number, date, time, person accepting the order, and delivery personnel's name. This information also goes directly into our records management database for quick search, management and retrieval. We give you a work order receipt with real-time accuracy at the time of pick up or delivery.
The facilities storing your important documents are protected by 24-hour security systems--motion detectors, alarms, and restricted entry.
Every item at OFFSITE is barcoded. These barcodes are assigned specifically to an account. This also helps ensure the anonymity of your documents. Each location throughout our facility is also barcoded. This ensures that we know the exact location of each and every box, file, and computer tape at all times. Every time something is moved, it is scanned into a new location. We track everything from the time it gets picked up, unloaded, put on a shelf or in a slot, pulled down, and delivered. Through the power of this barcode system, we can give you the time, day, and person involved in every movement of your items.
OFFSITE uses a very powerful tracking program. Barcode scanners are used to scan all information. These scanners are downloaded into our database several times a day, to ensure that the database is as current as possible.
Standard service is within 24 hours, but often sooner. Priority service is also available, which will get you your order on an RUSH delivery within 90 minutes.
Files are typically stored for mere pennies per day. For price quote please contact us by email - firstname.lastname@example.org, or phone 734-929-1139 in Ann Arbor.
Before any material is removed from your site, a records management expert will meet with you to develop a strategy that meets your particular needs. At this meeting you will be given New Box Add Forms (see Resources page). All of the information from these forms will be entered into the OFFSITE database. Once the information is entered, you will receive a customized listing of your material.
Or, if you already have a complete listing of your files and boxes you can just add the OFFSITE barcode number onto the listing, then email it straight to your customer service representative. Our software can import information from most other programs and we can have all of your information imported into our system.
We highly recommend that you use double-walled letter/legal 1.2 cubic feet boxes with lids. Always use boxes that are made for file storage (not moving boxes, copy paper boxes, etc.). The cost per box through OFFSITE is usually less than you can find in stores.
The indexing of the files is the most important step in starting a successful relationship, so we want to make sure we have all the needed information. The best way to organize your index is to think of how you would request a file once it is in storage. Whatever information you use to identify a file, is the information you should use to index it. If you need help, you can meet with one of our records management experts. To set up an appointment simply contact us.
No, if you already have a complete listing of your files and boxes you can just add the OFFSITE barcode number onto the listing, then email or fax it straight to your customer service representative. Our software can import information from most other programs directly into our system.
To place an order, either use phone, fax or email us. Be sure to always include your name, company name, and phone number on all requests.
To place an order, either use Infokeeper, phone, fax or email us. Be sure to always include your name, company name, and phone number on all requests.
Either call, fax, or email us. Be sure to always include your name, company name, and phone number on all requests.
OFFSITE is at your service 24x7x365, which means you'll always have access to your records. After normal business hours simply call the main number. A person with our answering service will answer your call--never a recording. Be sure to leave your name and direct telephone number with the person who answers your call so that our On-Call Personnel can get back to you right away.
No. Tell us what file you need and we will pull it out of the box, barcode it, and deliver it to you. Every file that is removed from a box is barcoded so that we can track its movement. This ensures that the file will never be misplaced.
No,OFFSITE provides interfiling services. Just provide us with the correct box information and we will place the paperwork into the file for you. Always make sure that the company name appears on the paperwork, in case we have any questions.
Yes. Simply let us know what boxes you need, and when you would like to view the boxes at our facility. There will be a room reserved for your company. We request 24-hour notice to reserve a room. You can bring as many people in as you would like. A copier, fax, and phone is available to you.
No, nothing will ever be destroyed unless there is express written consent on your company letterhead by an authorized person from your company.
Yes. OFFSITE can provide you with special boxes that are made to hold blue prints.
Yes, we have both fully managed storage and self storage services provided by our sister company. Digital media tapes are not recommended in our warehouse as OFFSITE is climate-controlled, but not humidity controlled. Boxes that are not standard record center sizes are placed in specific areas and charged a unique size cost.
also provides a number of related storage services including commercial
public warehousing, distribution facilities, fulfillment space and services.
Please ask us about this.
3530 East Ellsworth Road
Ann Arbor MI 48108
Tel: 734.929.1139 Fax: 734.929.1140
E-mail : service@OFFSITERECORDS.BIZ