FAQs

Client Software FAQs
Destruction FAQs
Digital Archiving FAQs
Hard Copy FAQs
Media Vault FAQs
Records Consulting FAQs

Client Software FAQs   (top)

1. What is the key difference between InfoKeeper™ and InfoKeeper Plus™?
   InfoKeeper provides clients with web access to hardcopy and media records so that they can initiate service requests, perform their own data entry, create reports and custom searches and so forth. InfoKeeper Plus expands upon these powerful features by providing clients with access to paper, media and digitally archived information assets – all from the same interface.
2. Would we be able to access InfoKeeper and Infokeeper Plus from a MAC?
   Because both software solutions are accessed via the web, they are easily reached from a Macintosh, PC or any other computer platform equipped with a web browser.
3. How secure is access to our organization's information?
   InfoKeeper and InfoKeeper Plus utilize a variety of tools to provide maximum security, such as 128-bit encryption, ensuring secure communication from the web site to the user's browser. Users are also required to pass through two login screens to gain access to data. Domain blocking and/or IP blocking is also in place, assuring the software is only being accessed from within the organization, rather than an outside workstation. Users can also be limited to certain days of the week, and/or certain times of day, providing an added measure of security.
4. We have multiple offices. Would our account information be accessible and manageable to all sites?
   Yes, account information can be accessed and maintained from around the globe via our centralized database that interfaces with Visual Corporate Keeper®, Andrews Software's state-of-the-art records center software.
5. Would our digital archives be stored on current media formats to ensure long-term accessibility?
   Absolutely. InfoKeeper Plus ensures that your information is always stored on current technology and always accessible in viewable formats.

Destruction FAQs   (top)

1. How is the material to be destroyed stored?
   We provide secure destruction bins at no charge for placement at your organization. These bins are removed and replaced with empty ones on a scheduled basis by our uniformed, bonded Customer Service Representatives. This schedule is developed based on the volume of material to be destroyed. The full destruction bins are taken to our secure destruction facility, where the information is destroyed following strict guidelines.
2. How can I be sure my material is kept confidential until destroyed?
   Andrews staff never unlock the destruction bins until safely inside our secure facility. The facility itself is monitored 24-hours a day, 365 days a year via closed circuit surveillance. There is a monitored security system in place, as well as a locked door policy.
3. Do you perform background checks of your employees?
   Yes, a thorough background check is conducted for each Andrews employee, along with random drug testing. Additionally, employees must sign a confidentiality agreement.
4. How quickly is the material destroyed?
   Material is destroyed within 72 hours of receipt at our facility. Once destroyed, a Certificate of Destruction is issued upon request for bin rotations and automatically for storage destruction.
5. Can I witness destruction of my materials?
   Yes, we provide a secure onsite witness destruction area as well as our "Web Witness" capability. Clients are issued a username and password to access a camera system within the destruction facility. At a pre-scheduled date and time, your authorized staff can actually witness destruction of their materials via the web.
6. What kind of shredding to you do?
   We use state-of-the-art crosscut shredding machinery. This machinery shreds the materials to 1/2 inch, confetti-like pieces. With smaller pieces, clients are assured a higher degree of confidentiality is maintained than with traditional strip-cut shredding.

Digital Archiving FAQs   (top)

1. What are the advantages of digital archiving?
   
   • Reduced cost of storing documents
   • Faster retrieval of documents
   • Retrieval of documents with a web browser
   • Retrieval of document images to multiple workstations simultaneously
   • Share documents
   • Convert paper to information
   • Export and fax images in a nonproprietary format
2. How are my scanned documents stored?
   As a standard, we save your records onto CD-ROM. Currently CD-ROM is the most popular storage media – it is inexpensive, has a long shelf life, offers fast random access to files, and cannot be erased or altered. Apart from CDs, we also do microfilming and microfiche. You might also like to take advantage of our Digital Archiving Solution. The ARM Digital Archiving Solution is a hosted and fully managed solution. Hosted solutions offer large savings on equipment purchase and maintenance and are worth considering for their immediate returns. Security is a non-issue as the documents are hosted on Secure Servers and protected by SSL encryption as well as IP address restrictions. The ongoing cost of compliant records retention is also lowered by up to 80%.
3. How much does it cost to host documents on the Internet?
   Pricing is based on number of users and disk space. Compared to the cost of owning and maintaining your own equipment, our Digital Archiving solution is very reasonable.
4. Are my electronic documents secure?
   Client electronic records are stored off-site in a secure data center. Clients are provided encrypted access to records through standard web browsers and only from authorized locations. Multi-level security is in place, matching access permissions to a record’s security levels.
5. Does the Andrews Digital Archiving Solution provide regulatory compliance?
   The ARM Digital Archiving Solution is compliant with all current federal records retention regulations. Furthermore, all records are digitally signed to prevent malicious alteration of key records. All versions of a document are also maintained, including the original. Record deletion requires multiple approvals.

Hard Copy FAQs   (top)

1. Can I use my boxes for storage or must my files be placed in ARM boxes?
   You can use your own boxes for storage as long as they are "industry standard" size boxes. Today, most companies use a legal/letter container that measures 15" x 12" x 10". Other industry standard sizes are also acceptable and available from ARM as required.
2. What is the cost for storage?
   ARM prides itself on maintaining competitive pricing without sacrificing service to its clients. Cost for storage of hardcopy records varies according to the number of boxes to be stored, length of contract, delivery/pickup schedule, and ancillary services. Clients who utilize InfoKeeper™, ARM's powerful web access software, receive the added benefit of reduced service fees. For a custom quote based on your specific needs - not a rate card - contact an ARM sales representative at 800-260-7556 or sales@andrewsrec.com.
3. How secure are my records?
   From cradle to grave, ARM provides the highest level of security. Records are transported in unmarked, climate-controlled, GPS and cell phone equipped vehicles by our professional, bonded couriers. The records center facility is equipped with an industry-specific fire detection and sprinkler system, points of entry are compartmentalized for secure exit and entry and monitored by date and time stamped video and state-of-the-art security systems 24/7/365.
4. Can my records be easily located?
   Using the latest barcode technology, ARM will locate, retrieve and deliver any requested record within 90-minutes for emergency requests. Non-emergency requests are provided same-day or next-day delivery depending upon client requirements. Each time the record is touched it is barcode-scanned, providing a date, time, location and employee history. This ensures accuracy, efficiency and accountability at each point of movement.
5. How do I request files/boxes?
   Gain access to your account information with InfoKeeper™, ARM's powerful client-driven software. This easy-to-use software program allows you to conduct searches and queries, perform data entry, create reports, process items for destruction, and much more. Requests for service are transmitted via the web to the records center, automatically generating a work order or an order for service. And, of course, service requests can always be made by contacting our customer service representatives available 24/7/365. An added benefit.Clients who utilize InfoKeeper™ receive reduced service fees!

Media Vault FAQs   (top)

1. What can I store in the media vault?
   Items suitable for storage in our media vault include data tapes, microfiche, microfilm, CDs, sensitive documents - any type of media that demands the highest level of temperature and humidity controls to maintain its longevity.
2. What security and protection does the media vault offer?
   ARM's media vault is a Class A security system with over 60 points of protection. It is monitored by a UL-rated central station, has a Halon 1301 fire suppression system and employs redundant HVAC systems to maintain its temperature and humidity controlled environment. There is also emergency generator backup and controlled access to the vault with video surveillance.
3. How accessible is my media?
   Andrews Records Management staffs its operations 24/7/365. Courier service is available to suit your schedule, including night and weekend service. Rapid emergency delivery service is also available 24/7/365. Vault Keeper® vault software interfaces seamlessly with your company's tape management system (TMS), facilitating efficient and accurate tape deposits and withdrawals.
4. Will I receive media reports?
   Yes, ARM's Vault Keeper vault management software provides accurate documented reports of all inventory and activity. Flexible, real-time reporting, scheduled media vault audits and media exception reporting ensure your data is easily located when needed. Reports are then provided upon each rotation.
5. Is pickup and delivery of my media safe?
   From pickup to delivery at our facility, your records are provided the highest level of security. Our professional, bonded couriers pick up your records and transport them to our facility in unmarked, Halon-protected, climate-controlled vehicles. Designed for the safe and secure transportation of your records, they are equipped with GPS satellite tracking systems and cellular phones for efficient communication and secure transportation of your vital information.

Records Consulting FAQs   (top )

1. We have a records manager. Do we really need additional RIM consulting assistance?
   It's great that you have a records manager in place. Even so, it's all too easy for even the best records managers to find themselves taken off-track from their core responsibilities due to day-to-day operations. We'll work closely with your records management personnel to provide them with the strategies and tools to make their work truly productive going forward. If you don't have a records manager, that's okay too. We'll show you options for structuring RIM without the commitment of full-time professionals. And if you wish, we'll conduct periodic audits to make sure everything is performing as planned.
2. We aren't a Fortune 500 company. Is proper records and information management that important?
   Whether your organization employs 100 or 100,000, information is vital to continued productivity and growth. Without basic tools and systems in place, your RIM burden will continue to increase. Information will become less accessible, costs will continue to escalate and you could leave yourself exposed to noncompliance complications.