Frequently Asked Questions (FAQs)

  1. How does MDS Records Management define a "record"?
  2. Why does MDS Records Management call it "records and information management?" Isn't it just storage?
  3. We're not a very big company. Isn't records and information management only needed by big corporations?
  4. Off-site storage seems like a luxury. How do we justify the expense?
  5. How do I know MDS won't accidentally destroy our records at the wrong time?
  6. I have a lot of personal shredding that needs to be done. Can MDS help with that?
  7. Is document destruction only available for companies that have their records stored and managed by MDS?
  8. Can we come and actually see the MDS Records Management facility?
  9. We have a paper shredder located in our office.  What is the cost benefit of using professional records destruction?

1. How Does MDS Records Management Define A "Record"?

Good question! A record may be a sheet of paper or a file folder, but it could be many other things as well. A record is a physical article that provides evidence of your business (or personal) activities.  A record may be a container, filefolder, a sheet of paper, electronic media of any kind (CD, DVD, backup tape, microfilm, microfiche, etc.)

Customer confidentiality is vital, so we won't tell you exactly what kinds of records are currently managed by MDS, but here are just a few of the types of records we are equipped to protect and manage:

  • Financial records
  • Incorporation documents
  • X-rays
  • Architectural drawings
  • Videos, DVDs, CDs, tapes, etc.
  • Letters
  • Agreements
  • Medical files
  • Drawings
  • Maps
  • Books
  • Electronic files
  • Treatment plans
  • Insurance records
  • Patent documents
  • Legal documents
  • Diaries and journals
  • Manuscripts

 

2. Why Does MDS Records Management Call It "Records And Information Management?" Isn't It Just Storage?

It's not just storage, by a long shot. We don't just warehouse your records; we keep them safe and secure from theft or fire or weather, protect them from deterioration and pests, track and organize them so they're always easily retrievable (even after many years!).  Plus, part of records and information management is digitizing the records you want to keep electronically. And permanently and securely destroying records when they no longer need to be saved.

There's also our behind-the-scenes work with you. MDS Records Management is here to advise on the best way to index and store the documents, and we maintain tracking systems that identify where each item is now and where it has been at any prior moment. We work with you from cataloging through document destruction.

Plain old storage doesn't do your business any favors – it actually exposes you to risks that could threaten your business. The records and information management professionals at MDS Records Management know their work is vital to your business success – and they do it right.

Our commitment is to promise the highest level of customer service at all times.  Our reputation and track record have been built by delivering on that promise.

3. We're Not A Very Big Company. Isn't Records And Information Management Only Needed By Big Corporations?

Oh no. No matter what the size, most companies operate within some kind of regulatory environment – and that means specific rules about what information must be kept private, how long particular records need to be kept, etc. In fact, for a smaller company, MDS can serve as an extension of your business; providing the space, the security, the protection, the management, and the knowledge - so you don't have to think about any of those things.

4. Off-site Storage Seems Like A Luxury. How Do We Justify The Expense?

It only takes one time. What happens if you have a water main break – or a fire – or a break-in - at your home or place of business? When your essential documents are stored, managed, and protected by MDS Records Management, you can rest assured.

5. How Do I Know MDS Won't Accidentally Destroy Our Records At The Wrong Time?

MDS Records Management will never destroy your records without prior authorization. When the records come to us, you complete a form telling us when they are scheduled for destruction.  But we know that regulations can change, so verification is extremely important!  For our protection and yours, when a destruction date is coming due, we give you a detailed list of the records scheduled for destruction, and require that an authorized person sign off on the action.  If you don't authorize destruction, we don't destroy the records.  The Certificate of Destruction we provide is your record that all was completed properly.

6. I Have A Lot Of Personal Shredding That Needs To Be Done. Can MDS Help With That?

Absolutely. Anytime during normal office hours, just bring your shred material to our office. We'll be happy to take it off your hands and put it through our secure shred process for a low fee.  And we'll give you a friendly smile, free.

7. Is Document Destruction Only Available For Companies That Have Their Records Stored And Managed By MDS?

By no means! Whether or not you're using any other MDS services, we're happy to schedule a pickup of your materials for shred.  We can also deliver empty confidential locked consoles or tubs to your location and collect them when full. In all cases, a Certificate of Destruction is issued as proof of destruction.

8. Can We Come And Actually See The MDS Records Management Facility?

Confidentiality and security are enormously important in our business, so tours of MDS Records Management are scheduled selectively. That said, as our relationship with you develops, we can work with you to arrange a tour that will address your key topics of interest. We do take care to balance the desire to show you all we can do for you, with ensuring the security of our current clients and the records we protect and manage for them. This means there may be some limits to what we can show or discuss.

9. We Have a Paper Shredder Located in our Office.  What is the Cost Benefit of Using Professional Records Destruction?

Your in office paper shredder could actually be costing you more money than you think.  Check out this Cost Benefit Analysis of Shredding.  Many of our clients have saved as much as 40 to 60% by using our professional shred services!