We manage and store your documents so you can focus on your business
In today's highly regulated business climate, records management and file storage has become exceedingly expensive, burdensome, and confusing to do "in-house." Businesses of all types and size waste valuable office and warehouse space, costly staff time, and should be concerned with theft, or unauthorized access when maintaining and storing their own inactive files. We provide solutions to these problems.
Locally Owned and Operated
Oxford Archives Inc., located in Woodstock, Ontario is a locally owned and operated company. Our goal is to provide you with the most personalized, reliable, cost effective and convenient document storage and management service. We provide round-the-clock service 365 days a year throughout Southwestern Ontario.
The process - How we do it
An Oxford Archives Inc. representative can assist in establishing an affordable records management and retention program, or improve an existing one.
Facility Assessment
We review your current records management practices. Then we will recommend cost effective solutions for filing, locating and purging your records.
Document storage
Once we have your files properly packed we will transfer the files from your office to our storage facility. We will then barcode each box and scan into our computerized tracking system for 100% control. Next we enter the description of files for each box into our database for tracking and reporting purposes. Your files will be stored in our climate controlled, electronically protected warehouse where they will be safe from fire, water, theft, dust and vermin. If required we can index down to the individual file itself.
Document Retrieval
Need a document? You have several options:
Delivery - if you need a document or carton delivered to your office, you can request it over the internet, fax a request or phone us. We make a delivery run every afternoon. If you make your request in the morning, we will deliver the document that afternoon. Requests received in the afternoon will be delivered the next day. We offer special delivery for 'rush' (as little as one hour) and 'after hours' requests.
Scan On Requests - Upon request, we will pull the documents you need and scan them. They can be emailed to you for viewing.
Fax - Upon request, we can fax the documents you require.
Phone - when appropriate, we can retrieve the documents and give the required information over the phone.
Pick-up - you can come by our office and pick-up a file at your convenience during office hours.
Document Disposal
In order to keep your storage costs to a minimum, our system gives us reminders as to when it is time to be disposed of. The timing of these reminders is based on a retention date entered into our software allowing us to notify you when it is due for destruction. We notify you of the pending disposal, with your sign off and approval, complete the destruction of the documents. This 'pending approval' status allows you to review the document's status in case there is a reason for further retention.
Audit/ Review
On a yearly basis to ensure the program is functioning properly and meeting the needs of the client as well as keeping current with any changing compliance regulations.
OAI manages, stores, retrieves and delivers...
- Older or Less Active Hard Copy Files
- Medical Records and X-rays
- Engineering/Blueprint Drawings
- Legal/Accounting/Financial Documents
- Computer Back-up Media
- Microfilm
- Audio and Video Tapes
- And more!
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