Records Management

Paper files are are a necessary part of doing business for many companies. Laws and regulations force companies to keep hard copies of documents for a certain period of time. These hard copies become costly to store and increasingly difficult to manage. The work load can become so large that many companies have whole departments dedicated to storing, tracking and retrieving these files as needed.

At IWS we feel all of our clients should be looking ahead and focused on growth, not busy managing the past. The IWS records management division was created to ease the pain and financial burden records management can create. We wanted to make it easy for our clients to follow all of the regulations required in their industry. For that reason, we created two ways for our clients to store their records:

                 Bulk File Storage

Our bulk file storage program is the most economical way for clients to store a large number of records that they will not need regular access to. Simply place your boxes on a pallet, stretch wrap and place the provided IWS labels on the outside. Once your boxes are ready for pickup, call IWS to arrange a convenient pick up window. Should you need access to the files that you have stored, you can request we redeliver that pallet. We are also able to make arrangements with clients to deliver just 1 box from that pallet. Ask your account representative for more details.

File Box Storage               

Our box storage option is perfect for law firms, doctors offices as well as financial institutions that may need access to a specific box or file. Simply request the number of boxes that you will need to pack up your files, IWS will deliver these boxes directly to you. All of our boxes will come pre labeled with both a bar code and a unique ID#. When you are finished packing the boxes call IWS to arrange a pick up window. Once your boxes are received in, they will be safely stored and tagged with their location in our computer system. Should you need to retrieve one of these boxes or even just 1 file within that box simply call IWS and we can arrange delivery.

FAQ's

Do I need to use IWS Boxes?

No! Feel free to use your own file boxes. If you choose to use your own boxes we will simply send you labels that will need to be affixed to each box.

How do I know what files are in each box?

Most record retention companies will ask you keep a list of what you have stored. However, what happens if the person that maintains that list is not in the office or even worse, not with the company any longer? At IWS we felt it could be simpler so that's the way we did it. All IWS clients have access to view their stored items on our secure web portal. We went one step further and give our clients the ability to log in and tag each box prior to us picking them up. Once logged in you will click on the "inbound" icon and will be prompted to enter the unique identification number on the box followed by a description for the contents of that box. Once we receive your boxes you are able to log in and view all of the box id#'s past and present as well as the description. We even allow you to enter a requested destruction date for each box.

How safe are my files?

At IWS we understand that our clients are trusting us with their valuable business information. For this reason the safety of your files is one of our top concerns. Our building is equipped with a multi zone fire suppression system, armed with a monitored alarm system and equipped with cameras.