Records Retrieval
All your records management revolves around BrainCore’s perpetual chain of custody. Simply, our system records every movement your records make, from initial pickup, through shelving, order entry, retrieval, transfer to truck, and ultimately, delivery. The cycle continues each time we pick up your documents. Each movement is associated with the BrainCore™ associate or your staff member, the date and time of day, and activity performed.
Smart barcode scanning
Information is gathered in several ways. Symbol smart barcode scanners collect
box or file numbers and their associated locations. Your orders may be
placed through our Web system or entered according to your telephone or
fax instructions. The scanners are again used to transfer items from the
shelf location to our trucks. Most importantly, our drivers are equipped
with small printers that supply you with a receipt that is itemized in
detail.
Urgent requests
Sometimes you may need a record that you have just sent back to our facility.
Our scanners are immediately programmed to look for that file. The first
time the file is touched, the scanner emits a different sound and activates
a different color light than is usually shown. Whoever sees your record
first will know that this is an urgent request, and the record is routed
to go right back out to you.
Web support
Access to our systems via the Web allows you to place orders and view many
types of information. You can run inventory reports and activity records.
We’ll track your destruction dates, and you can quickly query the
system for records ready to be destroyed. Of course, the reports are also
available on paper or CDs.
Extension of your business off-site
At BrainCore, our first responsibility to you is to understand the way you
manage your files. We don’t ask you to adhere to our procedures;
rather, we create special procedures just for you. These may include file
merging, custom Web applications and custom barcoding. We also develop
ordering protocols that work best for you, particularly if you have multiple
locations. We’ll even design a barcoding system that you can use
in your own office.
Specialized services
Storage and retrieval are only part of BrainCore’s offerings. We can
provide full or part-time records managers to work at your site or ours,
or project-based consulting. Our staff is available for special projects,
such as selection of materials for destruction, and staging for your inspections.
We’ll inventory your boxes, if you wish.
Of course, we welcome you to our reference room where you can work with requested
records without taking them off-site. This is especially useful for audits
in which a third party needs to make investigations.
A special offering is BrainCore’s research on retention requirements
at both state and federal levels. This intelligent database is available
to you on-line.
Speedy but accurate
BrainCore is dedicated to getting your records to you as quickly as possible.
We strive for a two-hour turnaround, and rarely need to make next day deliveries.
We’ll fax you information if it is needed immediately, and rush delivery
is available for guaranteed arrival times. Our powerful software system
allows us to provide such service with absolute accuracy.
Always at your service
Our dedicated associates are available around the clock, seven days a week,
to retrieve records for you. Emergencies are our speciality.
Materials
We stock a wide variety of cartons and containers to meet your needs. Our
standard records box is “pop up,” eliminating the frustration
of carton assembly. The boxes have attached lids, which prevent separation
of lid from box, guaranteeing the privacy and integrity of your materials.
Destruction
When records have reached the end of their usefulness, BrainCore will ask
you for written permission to destroy them. We then retrieve the materials
from the shelf and prepare them for shredding. Our standards include cross-cutting
or pulping, the methods used by the U.S. Treasury, among others.
Customized fee structure
Depending on the level of activity you have, we can structure our fees to
be all-inclusive or on an activity basis. All-inclusive fees include retrieval,
delivery, pickup, and shelving, on a mutually determined schedule. The
advantage is streamlined budgeting and no surprises. Most of our most active
clients choose this option. Activity based pricing assigns a fee for each
activity we perform, such as retrieval, refile, inventory entry, delivery
and so on. Typically, our archival clients prefer paying for only those
services they use.
