Frequently Asked Questions
Records & File Storage
Q. Why should we turn our records over to a professional manager?
A. Some key factors: Frees up high cost space, out sourcing allows companies to focus on what they do best, provides off site backup, higher level of security.
Q. What is your pricing structure, and how is it applied?
A. Pricing is based on cubic foot displacement. You only pay for storage on the space you utilize. Service pricing is based on usage and volume.
Q. How will you know where my records are in your facility?
A. Our DHS Total Recall software provides us the ability to track the location of every item in storage. We will also provide you with an inventory for all your information designating aisle, shelf, and row where your information is located.
Q. Are your employees bonded?
Q. How much space can we have?
A. River Mill can provide all the storage space that you require and much more.
Q. Can we use our own boxes for storage?
A. Yes, as long as they are “industry standard” sized boxes and are in good condition.
Q. How do I prepare boxes to go off-site?
A. River Mill will provide you with preprinted box labels. You will affix the labels to your boxes and call River Mill to arrange a pickup.
Q. Do we get a computer listing of our records and do you barcode?
A. You can request an inventory printout when you send new boxes. In addition, we can provide you with a listing of your complete inventory on a diskette or in hard copy form. If you have internet access you can access your inventory via our web-site. In addition, all boxes are bar-coded for ease in identification and retrieval.
Q. What is the cost and does the size of the storage carton make a difference?
A. We will be happy to visit with you, access your needs and give you a proposal that will give you an estimate of the cost of initiating the service and the monthly cost. The size of the storage carton does make a difference.
Q. Will we lose control of our paper records and media?
A. No. If you choose to have River Mill maintain control of your records in our records database, we will update you continually on the status of your inventory. You choose the level of detail you require–box, file, tape, etc. If you choose to control your records database through your own PC, you have all the information at your finger tips, of course we also have the information backed-up in our central system.
Q. Why do we need off-site protection for our media?
A. All vital electronic data should be backed up in case of catastrophe to insure business continuity.
Q. Why is your media vault superior to a standard fire protection vault?
A. Most media vaults are designed on the basis that the possibility of fire is remote. Our vault is designed to protect your media in the event a fire does occur.
Q. Do you have any kind of back up system to insure protection for my data in case there is a failure in your vault?
A. Our vault is designed to prevent a failure. We are a back up for your media. We designed our vault with an insulated core, climate control system and fire suppression system to ensure it does not fail.
Q. Do you destroy records, and can you provide a listing of what has been destroyed?
A. We send destruction notices per request and require our clients to sign off on a Destruction Authorization Form prior to any records being destroyed. Once the records are destroyed River Mill’s Operations Manager certifies the destruction, signs the Destruction Authorization Form and the original is returned to the client for their records.
Q. Why use an outsourced service when I can shred myself?
A. You can always do your own shredding, but that is not nearly as secure as if we do it–especially if other employees are involved. It would take you days to shred what we can shred in minutes. So, when you think of the time consumed and the hassle of using inexpensive shredders that handle low volumes and constantly are jamming, you will find that River Mill Data Management approach is not only more secure, but also the most cost effective.
Q. What is your service area?
A. We provide document destruction and shredding in Central and Southern Georgia and Central and Southeastern Alabama, but we have the ability to provide nationwide coverage through our industry affiliations with other NAID members. NAID (National Association of Information Destruction). No matter where your business locations are in the US, we can handle your on-site shredding needs!
Q. I have office locations outside the southeast United States. Can you provide document destruction services to those locations?
A. Yes, through our industry affiliates, we are able to provide you service virtually anywhere in the United States.
Q. Do you recycle?
A. Yes! All of our shredded documents are recycled.
Q. Do you shred non-paper items?
A. Yes. In fact we can shred:
– Manuals, books, hardcover binders, file folders and other paper storage systems.
– Floppy disks, CD-ROM’s, DVD’s, tapes and other computer storage media.
– Medical pill bottles, staples, paper clips, binder clips and other binding materials.
Q. Do I have to remove binding, paper clips or staples from my documents?
Q. How quickly can I get information delivered to our facility when it is needed?
A. We are on call 24 hours a day, seven days a week. On an emergency basis, we can get your data to you within two hours.
Q. Do you have pickup and delivery service?
A. River Mill is a full-service records center that can accommodate all of your pickup/delivery requirements. In addition, we guarantee a two-hour response time for rush deliveries.
Q. How fast can we get our records and will you retrieve them for us?
A. Requests made by 4:00 pm will be delivered by 11:00 am the morning of the next business day. In addition, we can set specific times for your delivery schedule, i.e. weekly, monthly, or quarterly. River Mill also offers RUSH delivery (within 2 hours of request).
Q. What makes your company stand out from the other professional service companies?
A. We design our service offering to meet our customer’s needs and insure customer satisfaction.
Q. What kind of security do you have at your facilities?
A. Our facilities are alarmed and monitored 24/7 by ADT. Our buildings are unmarked.
Q. How do I know I will get quality service?
A. We will assign your company a customer service person to handle your account. This individual’s primary responsibility is to make sure you get quality service. Our customer service people are accessible and committed.
Q. Does River Mill stay current with technological advances in the information service field?
A. Yes. Our records software is the best in the industry and is continually updated to maintain that position. Our vault is on the cutting edge of technology.
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