INVENTORY | INVENTORY SEARCHES | REPORTS
DEPARTMENTS | ON-LINE CAPABILITY | BAR-CODING
BILLING | DATA SECURITY | CONFIDENTIALITY

Security Archives, Inc. operates with REcords Management On-line System. This proprietary software was designed and developed in-house and allows us to continually add enhancements as our customers have need for change. Some of the features of our system are:

INVENTORY

We offer both carton level and file level management. Carton level management provides the carton number, records center location, carton description (maximum of eighty characters), and the carton's status ("in" or "out"). File level management offers the ability to designate specific fields for input. An example of what an insurance company might choose as their file management fields:

Account Name
Policy Type
Policy Number
Expiration Date

Under file management, a field defined as character is allowed a maximum of one hundred characters and a field defined as numeric is allowed a maximum of twenty numbers. The file management database also shows the carton number, records center location, and status of each file.

INVENTORY SEARCHES

Under carton level management searches can be made by carton number, description or a destruction date. If a carton number is not known for the item needed, a search can be made utilizing any one word, number or phrase that is included in the description.

File management searches can be conducted using any of the fields that were designated for input.

REPORTS

The flexibility of our software allows Security Archives, Inc. to develop reports at the request of our customers. Our standard reports are:

Carton Inventory
File inventory sorted by the customer's field of choice
Destruction eligibility
Retrievals outstanding
Inventory status
Individual file or carton history

Reports may be created on diskette, via e-mail or in hard copy.

DEPARTMENTS

We have the capability to create an unlimited number of departments or sub-accounts under an account for inventory and billing purposes.

ON-LINE CAPABILITY

We have on-line capability for our customers. This allows our customers to access their database via modem to conduct inventory searches and place orders.

BAR CODING

Each carton sent to Security Archives, Inc. is bar coded to enhance the tracking process. The bar code shows the customer name, department name, carton number, and records center location. If the carton is retrieved from storage, the bar code information is used to update the system. This generates the completed work order, changes the carton status to "out", and bills the transaction.

If a file is retrieved from a carton, an out card and file bar code label is generated. The out card replaces the file in the carton. The bar code label is then affixed to the file. This generates the completed work order, creates a record of the file's status as "out", and bills the transaction.

When files or cartons are returned to storage, the records are updated manually and electronically which generates a work order, changes the carton and/or file status to "in", and bills the transaction.

BILLING

An invoice is provided each month which lists the total amount of monthly storage for each carton type. Additionally, all services are listed separately showing the number of transactions for each service, the per service rate, and the total amount for that service. Storage is billed in advance and services are billed in arrears.

DATA SECURITY

All computerized data is stored onto a tape daily and the tapes are rotated to an off-site location.

CONFIDENTIALITY

Each employee is required to sign a confidentiality statement which becomes a part of his/her personnel file. Employees as well as customers using the computer system are assigned a unique password providing an audit trail.