Q: Is your records center secure?
A: Yes, our records center is extremely secure. It features interior and exterior surveillance cameras, multiple secured entry doors and monitored security systems that include:
- Entry point access controls
- Motion sensors
- Intrusion alarms
- Video surveillance recordings are kept for a minimum of 90 days
Only screened and bonded FileBank staff may access the facility. Upon request, escorted visitor access is granted to pre-approved individuals who are required to produce photo id and sign a confidentiality agreement prior to entering the building. Additionally, no photographic equipment of any kind, including smartphones, may enter our storage vaults.
To add to your peace of mind, all of FileBank’s facilities and operating procedures are required to pass annual site audits by two different third party auditors. These audits are very thorough, testing our physical security, network security, staff training, and all standard operating procedures (SOPs) for the management of your records.
Q: How are my documents stored?
A: Your documents are stored on high-density shelving units equipped with in-rack fire sprinklers to minimize any risks and keep them safe long term. Each carton gets a unique barcode so you can track your inventory and request records quickly online.
Q: How do I request my records from storage?
A: You can request your records anytime online through our ActiveWeb system or by contacting us at 800-377-3453, orders@FileBank.ca, or by fax at 416-798-1639.
Q: When can I have my documents delivered?
A: Your documents can be delivered to you in as little as 90 minutes with an expedited request. We also offer the following records retrieval and delivery options:
- Same-day service
- 3-hour rush service
- After-hours emergency service
You can also use our Scan on Demand service to have your paper documents scanned and sent to you digitally.
Q: Do you offer document storage cartons?
A: Yes, we sell document storage cartons in a variety of styles and sizes including:
- Legal/letter size
- Check cartons
- X-ray cartons
- Drawing cartons
Each carton is manufactured from regular-grade, 205-pound test linerboard. The linerboard contains not less than 99% post-consumer waste and guarantees the preservation of your documents for long-term storage. You can also purchase one of our water-shedding Turtle Loc Doc boxes.
Q: Can you pack and organize my documents for me?
A: Yes, we offer packing and indexing services. Simply point us to the documents you want to store offsite and we’ll prepare and pack them for you. We can also custom-index your records to your exact specifications.
Q: Are you going to sell FileBank in the future? I don’t want to have to change providers again to escape the numerous problems I experienced after my last provider was acquired.
A: In our 30-year history, we have received countless offers to sell our business, however, ours has always been a very long-term vision supported by strong annual business growth and a focus on evolving our business as our clients’ business needs change. We are proud of the many second-generation staff members that are starting their post-graduate careers at FileBank, and we are constantly working to ensure they can continue to work for an independent FileBank Record Centre.
Do you have another records storage and management question? Please contact us by phone or complete the form on this page. We love answering questions!