Paper Records Management
Every business, needs to manage its vital information, and Williams has the business continuity plan to ensure those needs are met.
Since 1922, Williams has provided its customers world class services and technologies ensuring the safety, security, and protection of their records, data, and vital information.
Williams’ protection of information begins with the building itself. Paper records are stored on steel shelving within our 400,000 square foot. seismically constructed, steel reinforced concrete facility. The building is fully sprinklered, and monitored by ADT for break-in, fire and smoke detection. Additionally, the facility is protected by entry controls with digital locks; 12 interior and exterior surveillance cameras; multi-door entry mantrap entry areas, as well as a secure perimeter; and electronic keys, with coded access restricted to only authorized and bonded Williams personnel.
From the moment you become our client, compliance and the chain of custody of every barcode, every scan, and every transaction is tracked by our inventory management systems powered by O’Neil Software. or point in. Williams uses the powerful and web based O’Neil Software, because it is the recognized industry leader, in records center management.
Whenever a file or data needs to be retrieved from storage, Williams can deliver it physically to your office, or digitally to your email address. It all begins with your plan:
We can begin by transfering records from your file cabinets into cartons. If file tracking is required, we will barcode the file, and index its title into our inventory systems, As soon as that data is uploaded realtime into our system, the titles of the files in the carton become available to clients online.
As soon as the carton is scanned by our transportation specialist, who scans the carton’s barcode, the chain of custody begins. Upon arrival at the Williams facility, there is an additional scan for change of custody from the transporation specialist to the records center. Througout the process, our client is e-notified. The client knows that all the files are secure, and has immediate access to what has been indexed. The retrieval process is performed in reverse order: Upon the request for retrieval,the work order is generated, the request is processed, and the record center specialist scans the material. Once it is verified as complete, then an e-notification is processed, the delivery is completedthe client signs off for delivery, and then there is an e-notification. That is the Williams’ chain of custody.
Williams can accommodate whatever the client wishes for document and data retrieval. Whether it is transacted over the web or phone, whether to retrieve a file from a carton, to e-mail a file or have it faxed, Williams is ready with current technologies to serve you. Our systems and documented chain of custody provides for the care, storage, retrieval, and when necessary, the certified destruction by shredding of paper documents. The perpetual history of every scanned transaction remains in the software, and is available to the client 24/7, 365 days a year.
With Williams, you know you have a company that is trustworthy, has a deep history in the Southern California community, and is always available.
Williams Data Management offers custom consulting and outsourcing services. Let our experienced professionals help you implement the best solutions for your records and data management programs.
Have any more questions? Call us for details: 323-234-3453
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