Frequently Asked
Questions
Quick find answers
to these FAQ's
Why does Security
Archives, offer free boxes
when other records centers
do not?
We provide our boxes free in
an effort to encourage our
customers to use them. Our
shelving, as well as our
handling equipment, is
designed for the efficient
storage and cartage of the
industry standard 1.2 cubic
foot box. In addition, when
full, they meet OSHA weight
standards thereby reducing
the chance of injury to
employees.
How does your “free”
box offer work?
Our boxes and lids
come in bundles of twenty
five (25). We bill our
customers $65.00 per bundle.
As those boxes are returned
to us to be stored, whether
we receive them one at a
time or all twenty five, we
issue a credit of $2.00 per
box. Ultimately our clients
pay $15.00 per bundle (or
$.60 per box) handling fee
Why is Security
Archives’ delivery charge a
“one-way” charge?
Our delivery, (or
trip) charge, is a one-way
charge so customers do not
double pay when we deliver
or pick-up only. As you will
notice on our rate schedule,
all of our charges are
itemized so clients pay only
for actual services
provided. We don’t believe a
client should pay for
services they don’t use.
Are we required to
sign a contract with
Security Archives?
No. We want our
customers to do business
with us based on our ability
to serve them. If for any
reason they should choose or
need to pull their
inventory, they are free to
do so without penalty from
us. We don’t do business
with vendors that cannot
meet our needs and we don’t
expect our clients to
either.
Does Security
Archives have permanent
removal fees?
No. We charge the
same to pull a box from our
shelf whether it will be
coming back to storage or
not. The reason the box is
being pulled doesn’t alter
our cost to pull it.
Does Security
Archives offer a “one-hour”
service?
Yes. Part of being
a commercial records center
is getting documents to a
customer in a timely manner.
We understand that some
information needs to be in
their hands as soon as
possible. However, this
service is intended for
emergency situations and we
ask our clients be realistic
when ordering a one-hour.
For example, it would be
difficult to pull and
deliver 30 or 40 boxes/files
within an hour but we will
have them to the client as
quickly as possible.
Who can request
boxes from storage?
When a company
decides to use Security
Archives for storage, we
will obtain a list of
persons that are authorized
to have access to their
boxes. If someone calls for
a box or file and is not on
that list, we will take the
order as though they are and
then call someone who is
authorized. If that person
tells us it is okay to
deliver the request, we
will. This procedure will be
followed each and every time
anyone calls who is not
authorized. In order to add
or remove a person from the
authorized list, we must
have it in writing and
signed by someone on the
current list. If for any
reason, all persons on the
authorized list are no
longer employed at the
company, we need written
approval from a corporate
officer. Please note that
the authorized list is
referred to only for the
retrieval or destruction of
items stored at our
facility. It is not referred
to if someone at the company
needs to purchase boxes or
have us pick boxes up.
Does Security
Archives outsource the
destruction of documents?
No. We own
our own disintegration
equipment. Often, records
centers send their
customer’s boxes to a paper
recycler, a shredder or
other destruction company
for disposition. Our
clients’ documents do not
leave our warehouse to be
destroyed. We have a “hammer
mill” on-site that literally
disintegrates paper
documents. The documents are
hammered until pulverized
and pulled through a screen
to insure there are no
pieces large enough to read.
We provide a certificate of
destruction to our clients
upon request and we feel the
only way we can provide that
certificate is if we destroy
the records.
Why is Security
Archives located on the
outskirts of the city?
Security. We
hope that by holding the
documents on the outskirts
of a major city, as opposed
to the center, they will be
available in the event the
client is unable to access
their office. In addition,
city code prevents the use
of the “hammer mill” within
the city limits, due to
noise.
What if I need a
document or box during
non-business hours?
At Security
Archives, clients have
access to records 24 hours a
day 7 days a week. Our
phones will always be
answered by someone that can
assist.
How does Security
Archives bill for its
services?
Our normal
billing cycle is currently
monthly. Clients’ invoice
numbers and workorder
numbers are the same. This
allows easy matching for the
client. At the client’s
request, invoices can be
mailed daily, weekly or
monthly. Clients may pay by
invoice or statement.
Does Security Archives provide insurance on my boxes?
We insure your box for the
cost of the box only. ($2.00
per box) If you require
additional insurance, you
will need to provide it. The
value of each box is known
only to you and it is
subject to change with age
or the addition/removal of
files.
Does Security
Archives bill for reports?
No.
Does Security Archives
assign its own number to our
boxes?
No. We track the
client’s box by the number
they assign it. Not
requiring a “unique” number
be applied to all boxes in
our warehouse is another
savings that can be passed
on to our clients. We do
require clients do not
duplicate box numbers. Boxes
having duplicate numbers
will be retrieved and
delivered to client for
renumbering at their
expense.
How do I set an account up
with Security Archives?
Call us. We will
set your account up over the
phone and have our driver
out there the next day to
pick up your boxes. There
are no fees associated with
setting up an account for
you.
