Offsite Media Vaults

Is your company managing all of your magnetic tape backups, medical x-rays, historical film and photographs or company trade secrets in-house? If so, it’s time to take an efficient and preemptive step to ensure that your critical business files are protected and stored properly to maintain their integrity and value. From small businesses to large corporations, our records management professionals can help. Not only are they experts in media preservation, but they also have a thorough understanding of government regulations across all industries, including HIPAA, FACTA, FERPA, SOX, GLBA and BSA/AML.

Know Your Media Risks

When stored improperly, film, video and tape backups can begin to deteriorate within a few years due to everyday environmental and handling factors such as exposure to:
  • Sunlight
  • Humidity
  • Liquids
  • Natural Skin Oils
With strict ordinances and business rules dictating the storage requirements for many of these records, you need a partner that can help prevent deterioration and ensure security. By eliminating unwanted environmental factors and reducing the handling of objects, we can help preserve your company’s film and media records for the long haul.

Media Vaults Designed with Your Needs in Mind

For your more sensitive and irreplaceable records and materials, Access provides climate-controlled, weather and fire-protected facilities that will conserve your vital documents for years to come, whether it’s 1 year or 100 years.Climate ControlOur state-of-the-art facilities are designed to regulate and maintain a temperature within 2 degrees of 70°F, and the humidity of each media vault is monitored to remain at 50%, allowing for only +/- 5% fluctuation. Should it be required, we can also accommodate customer parameters for your records or materials.The climate controls are essential to keeping sensitive materials like films, tapes, x-rays and photographs in mint condition. All vaults are monitored to stay within their established limits 24 hours a day, 7 days a week to ensure your documents are always maintained properly.Fire SuppressionEach vault is designed to exceed industry standards for fire protection, ensuring the safety of your most essential information at all times. We employ both passive and active forms of fire protection, constructing each vault from fire-resistant materials as well as installing environmentally-friendly dry fire suppression systems to provide optimized protection, even in emergency situations.SecurityOnly our records management professionals and you have access to your files.While storing your records in-house might seem like a more convenient option, it can open your organization up to misplaced or lost records, unauthorized access by employees and even potential breaches. Plus, you’re responsible for storing, managing and securing your records on your own.By storing your film, tape and other media records with Access, their safety is guaranteed. Each of our locations is equipped with physical security, closely monitored video surveillance and biometric fingerprint security to ensure that no one can access your documents without your permission. And, we’ll be here to help whenever you need.Our commitment to ensuring your records remain protected goes even further than our enhanced security measures. We also maintain a strict adherence to PRISM Privacy+ standards and are NAID AAA Certified. The self-certification PRISM Privacy+ program objectives are to ensure the privacy of your information in a manner consistent with industry standards, as well as to protect you against unauthorized access or use that may result in harm to any consumer. As a NAID AAA Certified organization, we meet the program’s established standards for the secure destruction of hard copy records, electronic media and computer hard drives.Tape VaultingMany organizations rely on LTO, DLT-S and other magnetic tapes to regularly backup their critical IT infrastructure. From the specific needs of medical facilities, hospitals and laboratories to large corporations in the financial or insurance industries, our media vaults are equipped to store these vital backups to meet your industry’s strict regulations, ensuring your tapes remain viable and you stay compliant.

Quick & Efficient Access & Retrieval of Documents – Wherever, Whenever

As you’ve probably experienced, putting records in storage doesn’t mean you’ll never need or see them again. Often organizations need to access their files for reassessment or reference needs.Upon arrival, our records management specialists use portable handheld scanners to barcode each photograph, x-ray, scan, video and tape and index it into our digital records management software, FileBRIDGE Records. This initial step allows us to:

  • Find, track and retrieve your documents accurately and efficiently.
  • Provide us (and you) with point-to-point tracking.
  • Establish a chain-of-custody record that holds us accountable for the safe transportation and storage of your records at all times.

Retrieval Options Designed Around YouAs soon as you inform us that you need access to a record, we can retrieve and deliver your materials with a quick turnaround.

  • For physical deliveries, we offer same-day, next-day and priority-rush services, as we know that sometimes you don’t have time to spare.
  • For digital deliveries, we provide scan-on-demand services to electronically send your records to you and/or anyone with permission rights. Through FileBRIDGE Records, we can even monitor how many times a document has been opened and by whom, for added security and compliance.
  • All of our media vaults also have secure viewing rooms on-premises, allowing you to access and update your information without transporting or digitizing the files.

Are you ready to transform your records management strategy? Our climate-controlled media vaults provide ample space, convenient access and enhanced security all while ensuring the preservation of your records.