Maintaining and storing a paper document inventory can stretch your organization thin. You have to be able to safeguard sensitive information, quickly find files to support your business processes, and also meet legal and regulatory requirements. Without the right expertise, methodology and secure space, you put your documents—as well as your whole organization—at risk.
Properly protect your paper documents
Since 1984, The Data Vault has provided Louisville businesses with a trusted solution for the storage and management of critical business documents. From small businesses to Fortune 500 companies, we enable our clients to move their document inventory offsite with confidence by providing a document storage facility that was built specifically for the protection and preservation of paper documents:
- structural steel-constructed building sheathed in steel panels
- standing seam steel roof
- 12” reinforced concrete floor engineered to support high-density records storage
Unlike a self storage facility or warehouse, we only store hardcopy documents utilizing state-of-the-art technology and rigorously designed and monitored processes that constantly maintain the security of our clients’ confidential information. Our Records Storage Center features:
- zoned fire detection and suppression technology
- 24-hour surveillance
- strict access monitoring and control
You’ll never need to spend hours driving back and forth to a storage facility to locate and retrieve records. Our screened and uniformed professional couriers deliver your documents to you in GPS-tracked and alarmed vehicles, maintaining strict chain of custody protocols at all times.
Whether you need to address limited in-house document storage space constraints or are looking to fortify your disaster recovery capabilities, our document storage solution can help.
Beyond storage: compliance assurance
In addition to the costs associated with storing and managing business documents yourself, there are also certain risks involved. Today’s world is rife with identity theft and fraud, which can have permanent negative consequences on your business. Not only do you have an ethical obligation to protect the privacy of your customers and employees, but also a legal responsibility under the following laws:
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Fair and Accurate Credit Transaction Act (FACTA)
- The Gramm-Leach-Bliley Act (GLB)
- The Sarbanes-Oxley Act (SOX)
The Data Vault’s document storage solution drives regulatory compliance and reduces legal exposure for your business.
Thorough and cost-effective retention management
Improperly managed documents create administrative headaches. As your records retention management experts, we organize, protect and track your documents for you. It’s a solution that streamlines workflow processes and enables efficient business operations. The Data Vault’s barcode tracking technology lets you know exactly where your documents are at all times while our free web-based inventory systems provide you with anytime access to the information you need. We offer:
- retention period scheduling/modification
- custom inventory reporting
- individual file audit trail reviews
Barcode tracking also enables online requests of documents, scheduling of pickups, and the option of either electronic Scan on Demand or physical delivery of confidential documents.
To request a free quote for our document storage services, please call (502) 244-1151. If you’ve reached us after hours, or would otherwise prefer, you may fill out and submit our Contact Us form. A representative will contact you within one business day.