Login | (800) 280-5180

Frequently Asked Questions

Why should we turn our records over to a professional manager?

Some key factors: Frees up high cost of office space, outsourcing allows your business to focus on what they do best, provides off site backup, higher level of security.

What is your pricing structure, and how is it applied?

Storage pricing is based on a “per box” rate. Pricing levels are also based on volume. Shredding pricing is based on frequency and volume.

What makes your company stand out from the other professional service companies?

We design our service offering to meet our customer’s needs and insure customer satisfaction. We are so confident our service will meet your requirements that we waive any removal penalty within the first 12 months.

How quickly can I get information delivered to our facility when it is needed?

We are on call 24 hours a day, seven days a week. On an emergency basis, we can get your data to you within three hours.

What kind of security do you have inside your facilities? Outside your facilities? In your pickup and delivery vehicles?

Our facility is fully alarmed, has state-of-the-art Early Suppression Fast Response (ESFR) zoned sprinkler system, and security monitors. Our building sits back from the street, is unmarked, and has a gated loading area, with exterior security cameras and is monitored 24 hours per day.

How do I know I will get quality service?

We will assign your company a customer service person to handle your account. This individual’s primary responsibility is to make sure you get quality service. Our customer service people are accessible and committed. We also guarantee our service. If you are dissatisfied with our performance we will deliver your records/data to you free of charge.

Will we lose control of our paper records?

No. If you choose to have United Documents Storage maintain control of your records in our records database, we will update you continually on the status of your inventory. You choose the level of detail you require. If you choose to control your records database through your own PC, you have all the information at your finger tips. We also have the information backed-up in our computer network system which is backed up daily.

How will you know where my records are in your facility?

We will provide you with an inventory for all your information designating aisle, shelf, and row where your information is located.

How do we get started in setting up a professional records program?

The first step is to set up a retention schedule, so you will know which records or data to keep and when it should be destroyed. Our staff can perform this service with you.

Will our records be kept together in one contiguous area?

No. For efficiency purposes we put your data in the first available empty space. Our bar code inventory system insures that your information is specifically located. This also provides you with an additional level of security as your data is not stored in one area exclusively.

Does United Records Management stay current with technological advances in the information service field?

Yes. Our records software, from O’Neil Software, is the best in the industry and is continually updated to maintain that position. Our Scan on Demand, document imaging, and disaster recovery services are periodically reviewed to incorporate new ideas.

How much space can we have?

United Records Management can provide all the storage space that you require and much more. We have plenty of room for expansion.

How are my boxes identified in such a large warehouse?

Each carton is given a unique barcode that not only identifies the box, but also tells us the exact location on the shelf so the box can be accessed easily and quickly.

How are the boxes bar coded?

United Records Management furnishes a 3-part label. You enter the pertinent information on the data sheet; one remains with you, and the other is sent to us for data processing. Detach the bar coded label and place it on the box. Call us for a pick-up, and we will take care of the rest.

Can we use our own boxes for storage?

Yes, as long as they are “industry standard” sized boxes or you can buy them from us.

Do you have pickup and delivery service?

United Records Management is a full-service records center that can accommodate all of your pickup/delivery requirements. In addition, we guarantee a three-hour response time for rush deliveries.

How do I prepare boxes to go off-site?

United Records Management will provide you with preprinted box labels. You will affix the labels to your boxes and call United Document Storage to arrange a pickup.

How fast can we get our records and will you retrieve them for us?

Same day delivery service is available for items requested before 12:00 p.m. at your regular rate. Requests made after 12:00 p.m. will be delivered the morning of the next business day. In addition, we can set specific times for your delivery schedule, i.e. weekly, monthly or quarterly. United Document Storage also offers ASAP delivery. (Within 3 hours of request).

Can anyone from my company request cartons?

For security purposes, we require all of our customers to sign a designation form that lists only those persons you authorize to ask for your records. No one else will be allowed access to your files. United Records Management guarantees confidentiality.

Do we get a computer listing of our records and do you barcode?

You can request an inventory printout when you send new boxes. In addition, we can provide you with a listing of your complete inventory. If you have connectivity to United Records Management via your computer to RSWeb you can access your inventory via our web-site. In addition, all boxes are barcoded for ease in identification and retrieval.

Do you destroy records and can you provide a listing of what has been destroyed?

We send destruction notices per request and require our clients to sign off on a Destruction Authorization Form prior to any records being destroyed. Once the records are destroyed United Document Storage’s Operations Manager certifies the destruction, signs the Destruction Authorization Form and the original is returned to the client for their records.

What is the cost and does the size of the storage carton make a difference?

Please see your pricing schedule for all storage and service rates and yes, the size of the storage carton does make a difference.

SHREDDING FAQs

Why should my company destroy documents?

It’s the law. You cannot just throw confidential documents away. Breaking the law could jeopardize your company’s future. Shredding your sensitive documents helps ensure that sensitive information does not end up in a competitor’s hands. Click here to find out more about Secure Document Destruction.

How secure is your process?

Our processing capabilities reach up to 3,000 pounds per hour and our automatic feeding and dumping features ensure 100% confidentiality. Unlike hand-fed mechanisms, your documents remain unseen by our document shredding technician. An onboard monitoring system further ensures that all your sensitive information is indeed destroyed on-site with our advanced proprietary cross-cut system.

How do you shred on-site?

Our trucks feature enclosed automated equipment where all shredding takes place on board, never requiring hand feeding. This allows for hands off document destruction on-site, ensuring complete confidentiality and compliance with government regulations. We are one of the document destruction companies in Southern California to use this state-of-the-art technology. Our technicians never see your documents or worry about documents being blown

How does on-site shredding compare to off-site document destruction?

As partners, both you and URM are left feeling comfortable and secure knowing we’ve upheld the law and your documents are completely destroyed … with virtually no difference in price. With off-site shredding, there’s always the possibility of a breach in security. Documents that are shredded off-site are first hand-sorted by color and purity. Clean white paper is more valuable than colored paper. This may mean an extended discount price but it’s not worth the loss of complete confidentiality. There have also been known instances where trucks transporting documents have gotten into accidents and the documents they were carrying were scattered along freeways and/or city streets. This is a risk most are not willing to take.

What items do you destroy?

We accept any kind of paper file or document.

How long must I keep documents before they can be destroyed?

Laws vary depending on the type of document. Click here to find out how long particular documents need to be stored before destruction.

Is a schedule necessary?

URM can set up a regular pick up time or we’ll accommodate your seasonal, one-time and other needs.

Why not just get our own shredder?

If you total the cost of in-house labor for shredding all your sensitive information you will likely discover that URM can do it for less. You will save money and won’t have to worry about whether your materials are properly destroyed.

How do I know my documents were destroyed?

Customers can watch on-site destruction personally. A Certificate of Destruction is immediately issued for all materials destroyed by URM at no additional cost.

How secure is your service?

As a member of NAID, URM adheres to strict industry standards. For your protection, our employees are bonded, insured, background checked and drug screened.

What happens to my documents after they are destroyed?

URM recycles all the shredded material assisting in your business’ compliance with the California Waste Management’s mandated Recycling Bill (AB 939).

How do I figure out a schedule?

URM will provide a free analysis of your document destruction needs. We will set up a plan to suit you. We will also accommodate your seasonal or one-time needs.

Are you licensed, bonded and insured?

At United Records Management, we are a privately owned, client focused company with bonded personnel. We are also members of Professional Records & Information Services Management (PRISM) and the Association for Information Management Professionals (ARMA). Working with a member of professional associations guarantees that you have an industry leader, someone who sets high standards, on your team.

Less Paper, More Content

REQUEST A MEETING WITH ONE OF OUR EXPERTS

United Records Management, Inc.

Find out why we are the leader in the information management industry.