Records Cartons
Ace Data Storage offers legal/letter size storage cartons (1.2 cubic feet) for purchase to meet your records storage needs.
Security and Confidentiality
At Ace Data Storage, access to your files is strictly limited to our records center staff. We enforce strict client identification procedures to prevent unauthorized access to your records. Retrieval requests are verified against an authorized list with assigned control numbers. Every employee is required to sign a confidentiality agreement as part of their employment.
Hard Copy Storage
Your records are stored on specially designed high-density racks that utilize 24 feet of the facility's 30-foot overall height. Each carton is barcoded, indexed, and assigned a specific location by our computerized system, ensuring accurate retrieval, refiling, and tracking.
Climate Controlled Storage
Our facility offers climate-controlled storage for microfilm, magnetic media, x-rays, and other items that require temperature-sensitive conditions to preserve their integrity.
Computerized Management System
Ace Data Storage utilizes advanced software that provides computerized inventory management, reporting, tracking, and billing. This system ensures accurate inventory control and tracking, giving customers easy access to necessary management reports. Standard activity reports include:
- Carton identification number
- Contents description
- Alphanumeric field ranges
- Date file ranges
- File number
- Terminal digit file sort
- File description
- Destruction review dates
Reports can be generated in Excel format and forwarded to you via email or on a disc.
Phone Reference, Copy Service, Mail Service, and Fax Service
We offer a full-service records management program, including referencing information by phone, copying, mailing, or faxing documents to your office upon request.
Business Storage and Forms Management
We provide cost-efficient storage for forms and supplies, complete with on-hand inventory printouts and controlled access to manage inventory levels and prevent shrinkage. Same-day direct desktop delivery is available upon request.
Client Conference Room
Our facility includes an on-site client conference room, available for audits and the review of cartons. This space offers a convenient, secure environment for your records-related activities.
Management of your Records
Records, whether paper or digital, are a critical aspect of your business. However, storing records can become an expensive and cumbersome task, often leading to internal office challenges.
The cost of Records Storage
When considering records storage, the cost per square foot is just one factor. Additional considerations include the man-hours required to maintain your filing system and the capital expenditure for filing equipment. These factors can significantly increase the cost of in-house records storage.
The System
Your records can be packed in boxes designed specifically for their size, whether file cards, legal-sized papers, or anything in between. Our team can assist with packing or you can handle it yourself. We then transport your records to our specially constructed facility, where they are logged, inventoried by computer, and stored on secure steel shelving.
When you need a record or file, simply call Ace Data Storage. We offer daily delivery service, or our staff can read the information over the phone or photocopy it and send it via fax.
Complete List of Services
- Hard Copy Storage – Climate/Non-Climate Controlled
- Media Storage – Climate Controlled
- Microfilm Storage – Climate Controlled
- Business Forms and Storage Management
- Computer Indexing and Management Reports
- Bar Coded Tracking System
- Reports Sent to Customer Via E-Mail
- Retrieval Service – Carton or Document
- Refiling Service – Carton or Document
- Interfiling Service
- Packing and File Conversion Service
- Daily Pickup/Delivery Service
- Two-Hour Rush Delivery
- Emergency Twenty-Four Hours Access
- Carton Indexing
- File Indexing
- Phone Reference
- Requests Taken Via E-mail
- Requests Taken Via Fax
- Fax Service
- One-Hour Fax Service
- Mail Service
- Copy Service
- Certified Records Destruction
- Records Cartons Sales
- Client Conference Room On-Site
