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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.
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| 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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