F.A.Q
Frequently Asked Questions
1- How long must I keep my old records?
Federal and Provincial Governments each have
requirement
that are Industry specific, Generally most records
are kept
for 7 years, however some vital records are kept permanently.
These would include titles, leases, and wills, to name a few.
Refer to official governmental retention schedules.
2- What is a standard file box?
Industry standard file boxes hold legal paper
in one direction and letter size in the other direction.
These file boxes measure 10x12x16 inches.
This size of box is easy to handle and transport.
3- Can you do the packing for me?
Yes, and in a hurry if need be.
We also index the contents of your boxes.
4- Can you advise a system for my record keeping?
Of course, We have a software that has been
developed specifically
for our clients needs. The software allows users to manage both records
in house and also at the record centre.
See DocuDataSoft Website for more information..
5- What is certified destruction?
When your cartons and contents are no longer required
and you wish to
permanently dispose of them, you may require
Confidential destruction. This process has your cartons shredded by a
licensed and bonded company under our supervision with a certificate of destruction upon completion. Non confidential destruction
is also available. This process does not shred your documents, it simply
sends them to a recycler.
6- How quickly can you deliver?
Depending on your location, your documents can be
delivered to you as quickly
as one hour.Standard delivery by our bonded
drivers occurs every half day AM requests before 11:00 are delivered in the afternoon.PM requests before 16:00
are delivered the following morning.
7- How secure are my records at DOCU-DEPOT.
DOCU-DEPOT maintains their own file storage vaults in
company owned buildings. These are highly controlled and monitored
facilities with limited access.
8- Do you provide a file listing of my records?
You should know the contents of each of your file
boxes, or we can index
for you. You can be provided a text document for
easy reference and updates.
9- What if I need files on a weekend or
holiday?
Delivery is always available for your emergency
requirements.
10- What are the steps to get started?
Contact us by email, fax or telephone with your
questions
and requirements.
11- What makes DOCU-DEPOT better than other
offsite records vendors?
DOCU-DEPOT 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 DOCU-DEPOT who is ready to take your order and respond to your needs.
12- What else is better, specifically, about the service you provide?
In a word: Technology.
We use a records management system, that is a combination of software and hardware that enables DOCU-DEPOT to track your records every step of the way, starting at the time a records box or
computer data container is first created by 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. This information also goes directly into our records
management database for quick search, management and retrieval.
13- Can DOCU-DEPOT save me money?
Yes. Here's how...
Reduce personnel
- eliminate the cost of salaries, benefits and taxes.
Reduce overhead
- eliminate additional rent, insurance and utilities.
Reduce liability
- count on DOCU-DEPOT for proper retention procedures,
based on your retention schedules.
Increase productivity
- focus on your core business by rededicating
your efforts to revenue production.
Improve the flow of information
- retrieve your documents or computer files in hours,
not days. You also reduce your risk of misplacing files,
documents, or computer tapes, or of losing important
records
to theft or fire and water damage.
14- How do I know my documents are safe?
The facilities storing your important documents and
computer tapes
are protected by 24-hour security systems--motion detectors, alarms,
and restricted entry.
15- How do I know my documents won't get
mixed up with someone else's?
Every item at DOCU-DEPOT 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.
16- How does DOCU-DEPOT track all of the
information in the Records Centre?
DOCU-DEPOT uses a very powerful tracking program,
called EDC-RC. 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.
17- How long will it take for me to
retrieve a box, file, or drawing?
Standard service is within a half day. Priority
service is also available,
which will get you your order on an RUSH delivery
within 60 minutes,
depending on your location.
18- How much does it cost to store my
documents or computer tapes?
Files are typically stored for mere pennies per day.
For price quote please contact us by email
info@docudepot.com or phone 514-271-3223 in Montreal.
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