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FREQUENTLY ASKED QUESTIONS
WHY IS INDOCHINA LOGISTICS RIMS THE BEST COMPANY TO TRUST WITH MY RECORDS?IS THERE A MINIMUM NUMBER OF BOXES I NEED TO STORE TO USE YOUR SERVICE?
HOW DO YOU KNOW HOW TO FIND MY FILES?
ARE ALL MY FILES KEPT TOGETHER IN THE SAME AREA?
DO I HAVE TO RE-BOX MY RECORDS IN FILE KEEPERS BOXES?
HOW LONG WILL IT TAKE BEFORE YOU CAN PICK UP MY BOXES?
CAN I ADD RECORDS TO A BOX OF FILES ALREADY IN STORAGE?
HOW QUICKLY CAN I GET A BOX OR FILE BACK FROM STORAGE?
DO I HAVE TO USE INDOCHINA LOGISTICS RIMS FOR PICK-UP OR DELIVERY? OR CAN I USE MY OWN MESSENGER?
HOW MUCH DOES IT COST TO STORE RECORDS WITH INDOCHINA LOGISTICS RIMS?
IF I DON’T NEED MY FILE ACTUALLY DELIVERED, HOW ELSE CAN I GET INFORMATION FROM MY STORED RECORDS?
DOES INDOCHINA LOGISTICS RIMS OFFER STORAGE AND ARCHIVING MATERIALS?
HOW CAN I GET MORE BARCODE LABELS?
WHY IS INDOCHINA LOGISTICS RIMS THE BEST COMPANY TO TRUST WITH MY RECORDS?
In a recent vendor satisfaction survey conducted by the prestigious Malcolm Baldridge organization for one of Indochina Logistics RIMS's Fortune 200 customers, we received a 100% rating for our service performance.
We are always just a phone call or email away, 24 hours a day, 7 days a week, and can deliver your records as quickly as you need them, from two hours to the next day. We guarantee record retrieval in the time you choose.
HOW SAFE ARE MY FILES?
Our Indochina Logistics RIMS Center are built with steel and reinforced concrete block construction and use high-density (13/16 heavy gauge steel) racking/catwalk archiving systems.
The facility is secured with both 24-hour security guards and intrusion alarms, and meets the stringent current fire codes. We use multiple Class A fire protection systems, which are monitored 24 hours a day, 7 days a week. Because this is tropical area, our Record Center is also designed to withstand humidity damage, and has received the top "Seismic Zone 4" UBC earthquake rating. The facility has regularly updated, disaster-recovery plans.
Access to your account information, and to your storage inventory, is strictly limited to those users identified by you on your Confidential User Authorization List. Indochina Logistics RIMS CAN NOT, WILL NOT, DOES NOT release any information or files to anyone not on that list.
IS THERE A MINIMUM NUMBER OF BOXES I NEED TO STORE TO USE YOUR SERVICE?
No.
HOW DO YOU KNOW HOW TO FIND MY FILES?
Each file or container of files is indexed and assigned an individual, identifying barcode and entered into our computer system. The index contains the file or box number, a destruction date (if desired), and an optional description of the file’s contents. Most of our clients choose to create the file-by-file index themselves as they pack their storage containers, but Indochina Logistics RIMS can create the index on request.
ARE ALL MY CARTONS KEPT TOGETHER IN THE SAME AREA?
No. Our computerized barcode tracking system allows us to use random carton storage. In other words, the barcode tells us where that individual box is located within the Record Center.
Random carton storage saves you money. We bill you for only the space actually used, rather than assigning an area of the storage center to your account and keeping space open “near you” to accommodate later additions.
DO I HAVE TO RE-BOX MY RECORDS IN INDOCHINA LOGISTICS RIMS'S BOXES?
No. We don’t require that you use our boxes, but we DO require that your boxes are “Records Retention Boxes.” Specifically, this means that boxes:
MUST have handles to allow the box to be picked up and carried easily. The “cut-out” type of handles are fine.
MUST have a lid – to keep everything in the box!
MUST be double-walled on at least two of the upright sides to prevent the box from crushing if another box is placed on top.
HOW LONG WILL IT TAKE BEFORE YOU CAN PICK UP MY BOXES?
If you’re a new client, we can schedule a pick-up as soon as we’ve received your completed Service Agreement, with Price List, and your Confidential User Authorization List. These forms are needed to open your account. When we enter your information into our computer and open your account, we’ll send you barcode labels to put on your boxes and New Inventory forms for you to use in indexing your records. If you want Indochina Logistics RIMS to create the index, let us know in a phone call. After that, simply call us with a count of your boxes, and we’ll be there within a business day.
If you’re already a client, we’ll be there within a day — tops!
CAN I ADD RECORDS TO A BOX OF FILES ALREADY IN STORAGE?
Yes, that’s called “interfiling,” and it will actually save you money, since adding to a box already in place eliminates the need for another container. If you think you may need to add files to those already in storage, be sure to leave space in the original box when you first send it to storage. Also be sure the new file is labeled so the necessary indexing information will match with companion files.
HOW QUICKLY CAN I GET A BOX OR FILE BACK FROM STORAGE?
We can get your files to you 24 hours a day, 7 days a week in an emergency. For regular course-of-business RUSH retrievals, we can have your files to you in 2 to 3 hours. When your need is less urgent, we deliver a half day later, or the next day. You decide when you need it, and we’ll get it to you.
DO I HAVE TO USE INDOCHINA LOGISTICS RIMS FOR PICK-UP OR DELIVERY? OR CAN I USE MY OWN MESSENGER?
You don’t have to use Indochina Logistics RIMS’s drivers. Your own messenger is fine. Just be sure to let us know when the records will be delivered and the number of containers or files you'll be sending. Be sure to include all the proper paperwork with any interfiles or refiles.
HOW MUCH DOES IT COST TO STORE RECORDS WITH FILE KEEPERS?
Our pricing is tailored to the needs of each account and is volume discounted. In general, we provide records storage for as little as $40 a month. Our representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please contact us to make an appointment, or call to discuss your options.
IF I DON’T NEED MY FILE ACTUALLY DELIVERED, HOW ELSE CAN I GET INFORMATION FROM MY STORED RECORDS?
If you don’t need the record itself, we can confirm document contents over the phone for you. You’ll save on delivery costs! If a copy will suffice, or if the information is needed ASAP, we can fax a copy of a document to you. We can also make copies of your records and mail them to you, or mail you the originals. Again, you’ll save on delivery costs!
DOES INDOCHINA LOGISTICS RIMS OFFER STORAGE AND ARCHIVING MATERIALS?
Yes, Indochina Logistics RIMS offers a complete line of high-quality containers to properly house your records in storage. Records worth keeping are worth keeping securely. Our recyclable boxes and archive-management supplies can accommodate virtually every type of business record. If you need standard size boxes, expandable size boxes, letter and legal size transfer cases, x-ray storage boxes, computer report storage boxes, or architectural blueprint storage boxes (large and small), we’ve got them!
Click here to view storage & archiving materials currently available
HOW CAN I GET MORE BARCODE LABELS?
You can order additional barcode labels – and other archive management forms or supplies -- by calling our Customer Service Desk at (844) 7712268.
WHERE ARE YOU LOCATED?
The Indochina Logistics RIMS administrative office is located at the thirth floor, 539 Kim Ma Street, Ba Dinh District, Ha noi, Viet Nam.Tel: 84-4-7712268 Fax: 84-4-7712269
Email: rims@indochinalogistics.com
Our Records Center is located in Midst hamlet, Watch-post number 20, Thanh Tri ward, Hoang Mai District, Ha Noi and in the Center of Commerce, right off the 5 Highway.
© 2004 Indochina Logistics, RIMS
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