Professional Records Management

Records Management For The 21st Century

On Line Carton Management – Our complimentary PRM Total Control™ web service is a powerful tool used to manage the entire life cycle of your cartons. After consulting with end users PRM Total Control™ was designed and developed to be an easy to use document management tool. Our research indicated there are three (3) critical document management requirements of primary concern. They are:

Cost Control – Only cartons that meet the requirements of your “Carton Preferences” can be sent offsite. New cartons are assigned a status of “Pending”. Our computer/scanners will only accept cartons for transport to storage with a status of “Pending” or “Out”. You can not get a carton out of your office into our records center unless it meets all of your minimum standards. Our review date reports will give you the means to authorize the destruction of cartons on an ongoing basis which results in slower growth of the total number of cartons stored with us while limiting your liability.

Security – Access to PRM Total Control™ is managed with encrypted passwords. When a new user is added, the system will generate a random password and e-mail a confirmation that includes password and pin setup instructions. When the new user signs in the first time, they will be required to change their password and enter a pin number. We use 128 Bit SSL encryption when you are communicating with our servers.

Compliance – PRM Total Control™ will manage your retention policy to ensure compliance. Your records classifications and retention periods are entered into the system to create a “Carton Classification Table”. When a new carton is created “Carton Preferences” can be set to require selection of “Carton Classifications” specific to each department. The correct review date will be calculated and assigned to the carton. A Litigation Hold can be placed on Carton Classifications as needed. You have the option to not allow destruction and/or access to cartons with a Litigation Hold.

Carton Preferences – Consistency is critical to effective carton management. With PRM Total Control™ you decide what is required. You select the fields that are required and you decide if the data can be free form entry or selected from a custom designed drop down list. Review dates can be automatically calculated to comply with your retention policy. New cartons cannot be saved to the system unless they comply with your customized “Carton Preferences”. New cartons are assigned a status of “Pending”. Our computer/scanners will only accept cartons for transport to storage with a status of “Pending” or “Out”. You can not get a carton out of your office into our records center unless it meets all of your minimum standards.

Interfile Management – Our interfile management service is a customer controlled secure process for adding documents to cartons stored offsite. Interfiling reduces your cost and simplifies the process. You place an Interfile bar code label on the document or file then go to “Interfile Management” and provide the file description, filing instructions and carton number. The status of your interfile will change from “Pending” to “Filed In Carton” when we have completed the interfile service.

Department Level Security – A Primary Agent (system user) is assigned to each department. As gatekeeper, they control which agents within the company have access to the department. If “Carton Preferences” are set to require data selection from drop down tables, the Primary Agent selects from each table the data that will be available to the department when creating new cartons.

Department Level Billing – Your invoice will be itemized with a sub total for each department. Within each department, all related work orders will be displayed in service date order for the billing period.

Tiered Storage Pricing – As the number of cartons stored increases, we will lower your per carton storage fee.

Letter Legal Cartons – Up To 5,000
Letter Legal Cartons – 5,001 To 10,000
Letter Legal Cartons – 10,001 To 20,000
Letter Legal Cartons – 20,001 To 50,000
Letter Legal Cartons – Greater Than 50,000

Tiered Supply Pricing – We offer volume discounts on our two piece cartons. Orders greater than 100 receive an eleven (11) percent discount.

No Administrative Service Fee – Many offsite storage vendors will charge you an administration fee each month. They are charging you to send you their invoice. PRM will NEVER charge you to send you our invoice.

FEATURES & BENEFITS

24/7/365 Service – If you're working late or on the weekend and you need delivery of documents from storage, give us a call. We are here when you need us. Any day, any time, we will deliver your documents when you need them.

12 Transportation Service Options

Economy One (1) Day – Order By 3:00 PM With Service By 5:00 PM The Next Business Day
Economy Two (2) Day – Order By 3:00 PM With Service By 5:00 PM The Second Business Day
Same Day – Order By 12:00 PM With Service By 5:00 PM
The Same Business Day
Next Day AM – Order By 5:00 PM With Service By 12:00 PM
The Next Business Day
Next Day PM – Order By 5:00 PM With Service By 5:00 PM
The Next Business Day
Three (3) Hour Express – Order By 5:00 PM With Service Within
Three (3) Hours
Two (2) Hour Express – Order By 5:00 PM With Service Within
Two (2) Hours
One (1) Hour Express – Order By 5:00 PM With Service Within
One (1) Hour
Scheduled Pick Up With Service By 5:00 PM
Scheduled Pick Up – AM Service
Scheduled Pick Up – PM Service
After Hours & Holidays

Wireless Technology – Our drivers are equipped with handheld wireless computers that are used to scan all cartons and files as we pick up or deliver at your office. When we scan your cartons or files for transport they are uploaded to our web service, PRM Total Control™, and are ready to be managed by your staff. In today’s competitive environment you need real time data to effectively manage your documents.

Customer Defined Security Groups – You decide the limits placed on your employee’s access to PRM Total Control™. Select from over 40 permissions to design your security groups. When a new Agent (system user) is added they must be assigned a security group.

Real Time Functional Reports – Management reports are available online, or you can sign up to have them emailed each month with your invoice. All reports are generated in Excel with real time data.

Customer Friendly Contract – Click here to review a copy of our contract.

Confidential Secure Document Storage – All of our vehicles are equipped with Babaco Alarm Systems and access to our Records Center is secured by a card access system. Security cameras are utilized within our facility to monitor all activities of our employees. Our employees undergo unscheduled drug screening and background investigations for the duration of their employment.

Customer Friendly Invoicing – You will not need a degree in accounting to understand our invoice. They are easy to read and understand while providing all the information you need to perform a quick audit to confirm the costs are correct. Each invoice will include an "Invoice Recap" so you can monitor your offsite document management budget and how your employees are spending your money.

Pin Service – Pin service is our premium security service that requires Agents to enter their pin number to confirm their identity before signing for delivery. This ensures that documents are delivered to Agents assigned to your department.

Chain Of Custody – We maintain a complete history of each carton. This includes but is not limited to who ordered a carton or file for delivery, who the carton or file was pulled for, the date and time the carton or file was delivered, and the date it was returned to storage. The Agent who signs for delivery is also a part of the history which includes their electronic signature. We also journalize data entry for each carton so you can see who made changes to the data and what they changed.

Certified Document Destruction – You will be provided, via email on the 1st of each month, a reminder of the number of cartons with a review date for the current month. Complete carton details are provided each month with your invoice for all cartons with a review date for the current month. This report is also available online. Once you have determined cartons eligible for destruction submit a work order. Destruction orders received by the 20th of the month will be destroyed by the end of the current month. A “Certificate of Destruction” will be issued via email to the authorizing Agent.

No Permanent Removal Or Hostage Fee – Most offsite storage vendors will charge you a "perm out fee" if you remove a carton from their facility on a permanent basis. In other words, if you want to close your account due to poor service or yearly fee increases, you must pay the HOSTAGE FEE in addition to all other normal service fees. We NEVER charge a permanent removal (HOSTAGE) fee if you want to close your account. Unlike some vendors in our industry, we believe that the BEST way to keep you as a customer is with great customer service at a fair and reasonable cost.

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