Menu of Services

Carton Storage – Storage of client hard copy records in standard banker boxes are as follow:  Standard size (10x12x15), Letter size (10x12x24), Legal size (10x15x24), Check size, and X-Ray size carton.  Any non standard banker boxes are considered odd size cartons.  Boxes are barcoded and assigned to random bin locations throughout Paper Cuts, Inc.’ secure records center using top of the line ASI tracking and inventory control system.

Open Shelf Storage – Storage of files on shelves rather than in boxes for record types that are more appropriately stored in this manner.  Charge for this service is based on linear filling feet rather than cubic ft.  Files may be barcoded or kept in a sequential order that reflects the client filling system.

Delivery Of Records- Delivery service for record (boxes, files or other stored records) based on client demand and retrieval process. (See definitions of regular, same day, rush and after-hours/ holiday delivery and on pricing schedule.)

Scheduled Pick-Ups of New Records into Storage- Pick up of record based on a published schedule. Pick-Up requests are scheduled for the next available pick-up date. Emergency fee applies if pick-up is required outside of regularly scheduled times.

Fax on Demand/ Scan on Demand Service- Delivery of records to client via fax, e-mail, or online repository. Paper Cuts, Inc. retrieves requested records from storage, locates specific document, faxes or scans information for delivery to client on demand, re-files the document into the file and the file into the box.

Will Call Service- Clients may pick up records during normal business hours. Records are checked out of the records center only to authorize parties. Records are made available for pick-up on client demand per the retrieval classifications on the front. 

Retrieval and Timely Re-file Service- Retrieval service for records are on client demand. (Retrievals are classified as regular, same day, rush, or after-hours/ holiday, based on definitions under delivery and Scheduled Pick-Ups.) Re-file services are scheduled based on the timely return of stored records to the records center. Boxes and files returned are validated on the same business day they are received back into inventory.

Adding New Storage into Storage- This service includes the preparation and transfer of a new record unit into storage after the initial inventory is complete. Included is the creation of receipt documents, acceptance into the record center, box-level indexing and box barcode, location barcode, scanning into the ASI tracking and inventory control system and shelving the record unit.

Interfiling of Loose Documents or New Files into Existing Boxes- Clients may request that a record unit which has not previously been stored be inserted into a record unit that is part of existing stored inventory. Clients must clearly indicate the box number and/or file description that the item should be placed into. Interfiling includes indexing the record unit, barcoding it, scanning to the parent unit and placing it in the parent unit.

Repackaging of Records- Repackaging of torn, damaged, non-standard, or irregular boxes. Service includes: transferring of contents, re-writing the descriptive information, replacing the bar code and correcting the database reference.

Record Destruction & Certification Service- This service provides authentication and destruction of records that have completed their useful and required life. The process requires record unit retrieval and permanent removal, and includes: a report of records available for destruction, authentication, client destruction approval, verification, destruction of records, creation of destruction certificate, and removal from the system.

Document Destruction Bin Rotation- This service provides “as needed” removal and replacement of secure locked shredding containers for direct shredding of documents. There are no long term contracts or commitments. All services scheduled within one day.

Permanent Removal of a Storage Unit- This service expedites an orderly permanent removal and check out of a record storage unit or file from inventory, either to the destruction process or to the client at Paper Cuts, Inc.’ loading dock. A permanent removal requires a regular retrieval and includes data entry, palletization, check out authentication, and reconciliation. If the client requires delivery to another location, delivery is charged at appropriate rate. Payment for permanent removal of storage records at the termination of a storage agreement is required in the form of a cashier’s check.

Client Reports- Based on client requirements, a variety of reports are available upon request.

INDEXING SERVICES 

File Level Indexing- Paper Cuts, Inc.’ identifies and bar-codes each file based on the client’s specific requirements. The information indexed is defined by the client and is based on the criteria required for finding files within client cartons or open-shelf filing ranges.

Data Edits to Box Level Identifiers- Paper Cuts, Inc.’ can insert or update the following box information, according to client specifications: series code, sequence from, sequence to, date from, date to, destruction date, and description.

Key Data into Contents Field- At client’s request, Paper Cuts, Inc.’ can data enter information about each file inside a box from a typed or handwritten inventory sheet. Each line entered becomes a searchable field when requesting files.

CONSULTING SERVICES

Standardization of Records- Paper Cuts, Inc.’ can work with client to standardize record series names, provide reports and edit system as needed.

Records Management Policy & Procedure Development- Paper Cuts, Inc.’ can provide guidelines to develop policies and procedures for organizing, storing and managing client records as needed.

Strategic Records Retention- As needed, Paper Cuts, Inc.’ can provide a retention scheduling strategy designed to reduce the volume of business records in off-site storage over time. Service includes research of federal and state laws and regulations, as well as industry best business practice guidelines for each record series.