Why do I need to store my Documents?
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Determining whether to outsource the storage of inactive records is an important process for a firm. It requires an assessment of the organization’s needs, a determination of acceptable and unacceptable risk levels presented by various storage alternatives, and a final evaluation process that considers protection and service levels as well as costs. Each organization is responsible for performing appropriate due diligence in order to procure the best solution for their specific needs. |
Selecting a Commercial Storage Vendor...
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The first step in selecting a commercial records center is to determine the needs of your organization. A qucik phone call with us can provide your organization with descriptions of what services are offered, a general description of the storage facilities, and what we can do for your firm. Your organization is entering into a long-term business relationship and we are here to make sure you never have to worry about your records provider. Contact us here. |
Advanced Bonded is the oldest privately held records storage provider in Charlotte, NC. Our firm has adapted and grown to be one of the region's largest providers. We provide the same level of service to our large volume customers as we do our smallest. By choosing Advanced you get the service you need without all the hassles you don't. Give us a call today if you are unhappy with your current provider and get the service you deserve! |
How long do you retain a record?
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Your lawyer, or anyone else, will not tell you how long to keep your documents. This is due to recent legislation, such as the Sarbanes-Oxley Act, which impose severe consequences for documents that have been destroyed or unable to be located in a timely fashion if called for at trial. Then you have the Department of Labor's Occupational Safety & Health Administration, the Equal Employment Opportunity Commission, the Environmental Protection Agency and the Department of Health and Human Services just to name a few regulatory agencies with different record retention requirements. |
What should I retain?
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In today's legislation-happy climate, your firm is always walking a fine line between retaining the wrong information and destroying required documents. While it would be foolish to think we can tell you the solution in a short article, there are a few things to get you started on the right track. Just give us a call at 704-393-1900 or email us and we can talk you through the whole process. |
If your firm is publicly traded, bad record keeping is actually a crime!
How fast can you find a record?
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Government regulators also require that you be able to find a requested record in a timely manner. The government assumes that if you can't produce your documentation you are most likely guilty. Advanced takes that guess work out of your hands by establishing retention schedules that fit your industry. |
Records Web Server:
In order to fulfill the above, Advanced uses a highly specialized records inventory software package within the "cloud". This tool allows you to view inventory, request boxes and files, request pickups from your location,and view your current or historical work orders or invoices. Clients using our Scan-on-Demand services will be able to view, print, and save their scanned documents from anywhere at anytime. Do you remember who last requested the file you are looking for and can't find at your office? We do, and we can help you solve these problems and prevent them from happening in the first place.
How do you dispose of expired records?
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When the records are considered "public information" they can simply be thrown away. But for confidential business information or anything containing personal data, the records must be properly destroyed. For paper records this means a one-way trip to the shredder. However, it's important not to forget to destroy all the information stored on magnetic media and hard drives. These should be shredded or degaussed and Advanced can do this for you! |
Scan on Demand Document Imaging Services:
Do you want your files digitally archived and available 24-7, 365, from anywhere in the world with only a PC, internet connection, and the free Adobe Acrobat reader? Sure you do! The future is now at Advanced. The exact same process you would request a file to be delivered, you can request a file be scanned and catalogued with your own identidication markers, such as box number, file number, name or description. For more informatiop n on our scanning services, please click here.
Contact Us to discuss your needs:
Records Customer Login
Day-to-Day Services
At Advanced, we strive to be the most proficient, cooperative, useful and cost efficient Records Management provider. These are the standard services that we provide to our customers (please click on the titles for more information):
We can accomadate twice daily deliveries to your location if need be. Orders placed the same day will be delivered on the same day if requested. Our standard delivery schedule is next day, or complementary same day delivery if placed before a certain time (depends upon location).
Files and full boxes can be retrieved either through our web server (all paralegals and office personnel can have access if warranted), by email, by phone, or even fax.
If your firm is publicly held, we can help with establishing retention schedules and policies that conform to the Sarbanes-Oxley Act.
Have more than one location? Need Charlotte to be your records repository? We can accomadate you!
File and Box Research Services
Can't remember which box that file was in? If there is anything we can do to get you that critical file you needed yesterday, we will do it!
Scan On DemandIf you need to persue a file and want an e-copy, ABRS can either upload to our web server or send you a secure download link for your file.
The amount of paper in your boxes is crucial to understanding how much your fees are in storage, destruction and scanning services. Please click the above link to access a handy chart for all sorts of paper containers and formats.
If you are in need of an ultra-affordable service that used only industry-certified shredders, look no further! We pride ourselves on Confidentiality, Integrity, and Authorization (the CIA approach) of all files in our document storage facility, including those to be destroyed!
If you want to put your files in storage for a certain period of time and then to have us destroy them at a certain date, we can do that automatically for you! A few key document statute of limitations laws for NC:
Click the icon above for a free informational document. Feel free to keep this document, but most of this information is for advice only as we are not a law firm. Most of this information should be accurate but state to state laws vary so speak to counsel before doing ANYTHING in regards to destruction.
By statute, the North Carolina Department of Health and Human Resources is charged with creating policy regarding "health care facilities", including hospitals. According to the DHR's Rules, medical records of a facility must be maintained for at least 11 years after an adult patient's discharge. Minor patients' facility records are handled differently; they should be kept until the patient reaches their 30th birthday.
1. You owe additional tax and situations (2), (3), and (4), below, do not apply to you; keep records for 3 years.
2. You do not report income that you should report, and it is more than 25% of the gross income shown on your return; keep records for 6 years.
3. You file a fraudulent return; keep records indefinitely.
4. You do not file a return; keep records indefinitely.
5. You file a claim for credit or refund* after you file your return; keep records for 3 years from the date you filed your original return or 2 years from the date you paid the tax, whichever is later.
6. You file a claim for a loss from worthless securities or bad debt deduction; keep records for 7 years.
7. Keep all employment tax records for at least 4 years after the date that the tax becomes due or is paid, whichever is later.
What They Say
"Our services rival giants in our field, but come with a personal relationship between us and our customer's that our rivals can't provide. We strive to offer the best experience possible."
David Taylor, Owner
Where to find us...
Advanced Bonded
299 I-85 S.
Charlotte, NC 28208
704-393-1900