Frequently Asked Questions

Hard Copy Storage

We will get your files to you 24 hours a day, 7 days a week in an emergency. For regular course-of-business RUSH retrievals, we will deliver your files to you in less than 3 hours. When your need is less urgent, we deliver a half day later, or the next day. You decide when you need it, and we will get it to you. If it is an urgent request, Scan on Demand services are available.

If you do not need the physical record, and if the information is needed immediately, we can digitally deliver the document to you. Contact us at 800.332.FILE for a choice of Scan on Demand options.

No. Please feel free to store as little or as much media as you require.

Our pricing is tailored to meet the needs of each account and is volume discounted. We provide records storage for as little as $18.75 per month for up to 25 standard size boxes. No account is too small or too large for File Keepers. Our service rates include storage of your media in record centers engineered for fire/earthquake protection and monitored 24 hours a day. Rigorous data security and disaster recovery standards guarantee your peace of mind. A FILE KEEPERS representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please click here to give us a little information, and we will contact you.

Our tracking system uses a random storage algorithm, which identifies where the individual record is located. This storage method provides your information with an added layer of security.

It is called “interfiling.” If you think you may need to add files to those already in storage, be sure to leave space in the original box when you first send it to storage. Also, be sure the new file is labeled so the necessary indexing information will match with companion files.

We do not require that you use our boxes but require that your boxes are “Records Retention Boxes” for retrieval and handling purposes. Specifically:

1. MUST have handles to allow the box to be picked up and carried easily. The “cut-out” type of handles is fine.

2. MUST have a lid - to keep everything in the box!

3. MUST be double-walled on at least two of the upright sides to prevent the box from crushing if another box is placed on top. File Keepers' boxes are durable and cost effective. We recommend their use because the anonymity of the File Keepers box with no client identification marks other than the barcode is an enhanced security precaution.

You may choose to use your own messenger. However, by using FILE KEEPERS' trained delivery staff and company-owned fleet of vehicles, you are ensured a recorded chain of custody for your media.

FILE KEEPERS offers a complete line of high-quality containers to securely store your information. Our recyclable boxes and archive-management supplies can accommodate any type of business record. See our Box Order Storage form for details.

You can order additional Bar Code labels - and other archive management supplies - by logging into your ClientConnect account or by calling our Customer Service Desk at 323.728.3151, or by emailing your order to OrderDesk@filekeepers.com.

Each file or container of files is indexed and assigned an individual, identifying bar code and entered into our computer system. The index contains the file or box number, a destruction date (if desired), and an optional description of the file's contents. Most of our clients choose to create the file-by-file index themselves as they pack their storage containers, but FILE KEEPERS can create the index on request.

For our new clients, we can schedule a pick-up as soon as we've received your completed Service Agreement, with Price List, and your Confidential User Authorization List. For our existing clients, simply contact us with a count of your boxes and/or media, and we will be there to pick them up. It's what we do.

Tape Rotation

No. Please feel free to store as little or as much media as you require.

We can get your data to you 24 hours a day, 7 days a week in an emergency. For regular course-of-business RUSH retrievals, we can have your files to you in 2 to 3 hours. When your need is less urgent, we deliver a half day later, or the next day. You decide when you need it, and we'll get it to you.

We need to know volume before we quote pricing.

For our new clients, we can schedule a pick-up as soon as we've received your completed Service Agreement, with Price List, and your Confidential User Authorization List. For our existing clients, simply contact us with a count of your boxes and/or media, and we will be there to pick them up. It's what we do.

Each tape or case of tapes is indexed and assigned an individual, identifying bar code and entered into our computer system. The index contains the tape or case number, a destruction date (if desired), and an optional description of the tape's contents. Most of our clients choose to create the index themselves as they pack their cases, but FILE KEEPERS can create the index on request.

You can order additional Bar Code labels - and other archive management supplies -- by calling our Customer Service Desk at 323.728.3151, or by emailing them at OrderDesk@filekeepers.com, or by logging into your WebAccess account and placing an order for materials there.

Yes, FILE KEEPERS offers a complete line of high-quality containers to properly house your records in storage. Records worth keeping are worth keeping securely. Our recyclable boxes and archive-management supplies can accommodate virtually every type of business record. If you need standard size boxes, expandable size boxes, letter and legal size transfer cases, x-ray storage boxes, computer report storage boxes, architectural blueprint storage boxes (large and small), or specially designed magnetic media cases . . . we've got them!

Yes, FILE KEEPERS offers a complete line of high-quality cases to properly house your magnetic media in storage. Records worth keeping are worth keeping securely. Our specially designed magnetic media cases can accommodate virtually every type of tape, CD, external hard drive, etc. Your service representative can assist you in selecting just the right case to suit your needs.

You may choose to use your own messenger. However, by using FILE KEEPERS' trained delivery staff and company-owned fleet of vehicles, you are ensured a recorded chain of custody for your media.

Our tracking system uses a random storage metric, which identifies where the individual record is located. This storage method provides your information with an added layer of security.

Our pricing is tailored to the needs of each account and is volume discounted. A FILE KEEPERS representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please click here to give us a little information, and we will contact you to discuss your options.

Document Imaging

Our pricing is tailored to the needs of each account and is volume discounted. In order to provide a quote, we need to know the scope of the project. A FILE KEEPERS representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please click here to give us a little information, and we’ll contact you to discuss your options.

Document Imaging is a good alternative if:

  • There is a high level of retrieval activity. (Frequent reference, need for rapid retrieval.)
  • Documents are retrieved by multiple users.
  • Documents are critical to workflow. (Completion of tasks depend of availability of documents.)
  • There is significant file maintenance. (Time consuming filing and refiling, misfiling, tracking of documents removed from files.)
  • There is need for revision control.
  • Space consumption is a concern. FILE KEEPERS can assist you in assessing and fulfilling your document imaging needs. Contact one of our experts at 1.800.332.FILE for more information.

Certified Shredding

Our pricing is tailored to the needs of each account and is volume discounted. In order to provide a quote, we need to know the scope of the project. A FILE KEEPERS representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please click here to give us a little information, and we’ll contact you to discuss your options.

When the retention requirements have been met, records should be disposed of in a efficient manner. If litigation or audit or government investigation is in progress or pending, then a "HOLD" should be placed on the records. FILE KEEPERS offers Certified Destruction/Recycling that requires the signature of authorized personnel. Please refer to the section on Records Retention Schedules and Compliance for more information.

Packing and Indexing / Consulting Services

Our team of information consultants will assist you with your creation and maintenance of your company’s retention policy. Regulatory and compliance protocols vary by industry.

Sometimes the biggest impediment to a records retention effort is simply the time required to get the project started. Let File Keepers help you organize your back office. Our team of highly trained staff has performed Packing and Indexing services for municipal government agencies, hospitals, law firms and financial institutions. Contact us to see how we can help you. Our pricing is tailored to meet the needs of each account and is volume discounted. No project is too small or too large for File Keepers. Please click here to give us a little information, and we’ll contact you to discuss your options.

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