File Indexing
Customer Online Indexing
For a nominal monthly user license fee, clients may create a personalized inventory of all items sent to storage from the convenience of your office work station. From box or file to page classification, you decide the level of identification that meets your requirements. Completed on an ongoing basis, this provides a detailed database allowing immediate identification of items required for retrieval, allowing us to get information back to you faster with real time tracking of each item.
Secure Online Access
Our servers and computer systems are protected by hardware firewalls that offer intrusion protection, denial of service (DOS) and real-time alerts. The security is further enhanced by software based firewall / anti-virus software that eliminates any internal risks. The online system is also backed by 128bit SSL data encryption to ensure there is no risk for both submitting and retrieving confidential information. All our servers and databases are backed up routinely to prevent any possible data loss.
BC Records has the ability to customize security levels & access rights based upon customer requirements. With our sophisticated records management system we can create 9 levels of security customized to meet the customer's specific needs. There are 2 basic access rights levels "Edit" access and "Search" access. Edit access will allow authorized personnel to enter information into our system pertaining to their records whereas Search access will only allow authorized personnel to view their records. Both access rights can be completely customized to add or remove certain restrictions such as requesting records, printing reports etc.
Our online system allows you to access inventory on-line, track retrieval requests, request boxes, files and tapes / disks, create rotation schedules, create and print customized reports, and on-line editing of new and existing inventory of each box, file and tape / disk with almost limitless description of contents.
Fields within the client interface can be customized to reflect departmental specific terminology in order to provide a personal aspect to the online system. The online system also enables customers to create specific record types to associate with end dates which allows for automatic retention scheduling.
Please Note: Only authorized personnel will have access to the online system. The secure online system is protected by customer number, login name and password.
Any questions, please contact Lonnie Smythe @ 604-433-2600 or lsmythe@bcrms.com
So many files so little time!
If you are unsure about what is in your stored archive boxes, B.C. Records can build a complete, file-level inventory of each record within each container stored with us or every box you choose to send to us.
Although you might see this task as a huge project, our dedicated team of indexing specialists will accomplish the task efficiently and accurately saving you time, hassle and headache.
This service can be performed at BC Records for your existing storage assets, or we can index your file inventory at your facility.
Or, maybe you just need to confirm the contents of one or two boxes of files. We can do that for you too.
Bottom line... the more you know about what's in your boxes, the easier it is to retrieve the information you need. No more concerns about "hoping" the file is in the box. We can provide you with definitive proof.
And, the more control you have over your inventory, the easier it is to define your information's retention schedule. The more clear you are on those schedules, the more effective you will be at destroying those files at the appropriate destruction dates. The result...a more cost effective records management program.
